HomeMy WebLinkAbout2010-12-14 - Personnel-Risk Management Committee Meeting Agenda Packet
Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING
Tuesday, December 14, 2010, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE STAFF
Director Kiley, Chair Ken Vecchiarelli, General Manager
Director 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. Committee Activities Recap and Forward Planning Objectives (Staff Presentation)
2.2. Status of Human Resources and Risk Management Activities
2.3. Status of Recruitments and Authorized/Budgeted Positions
2.4. Merit Pay and Salary Increases (Verbal Report)
2.5. Meet and Confer Status Report
2.6. Employee Recognition Programs (Verbal Report)
2.7. Future Agenda Items and Staff Tasks
3. ADJOURNMENT
3.1. The next regular meeting of the Personnel-Risk Management Committee will be held
January 11, 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. 2.2
AGENDA REPORT
Meeting Date: December 14, 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 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 Human Resources, Risk
Management and Safety/Wellness activities as well as revisions and/or updates 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.
The Safety and Wellness Committee members assembled new first aid kits to replace the existing
kits in the District's field vehicles and coordinated the distribution of these kits on December 9,
2010. The Safety and Wellness Committee plans to develop a Backhoe Operating Procedures
policy to incorporate the transporting of heavy equipment on a trailer to and from work sites for
safety purposes.
The Employee Recognition Committee coordinated a Thanksgiving potluck to promote employee
interaction and camaraderie on November 18, 2010.
Human Resources staff coordinated with several benefit plan representatives to participate in a
brown-bag workshop related to understanding the various employee benefits offered by the District.
The luncheon presentation was held on December 8, 2010. Positive feedback from employees that
attended, has prompted staff to recommend including the workshop on an annual basis. The event
will be scheduled prior to the District's benefits fair and the open enrollment period associated with
adding/deleting dependents and/or making changes to medical, dental and/or vision plans.
In addition, the Human Resources department conducted a proctored examination to 70 applicants
vying for the Engineering Secretary position. Staff processed 137 applications for the Maintenance
Worker I recruitment and will schedule an interview date within the next four (4) weeks.
ATTACHMENTS:
Name: Descriptio a: o ype:
HR DEPARTMENT ACTIVITY -2010-2011.doc 2020-2011 HR DEPARTMENT ACTIVITY Backup Material
Updated: December 9, 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 ACWA-JPIA's Sr.
Risk Consultant.
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
12-08-2010 Prudential, Employee benefits brown bag lunch and learn
TAG, EAP
12-16-2010 Pacific Safety Train the Trainer - Forklift
Council
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 83
NOVEMBER Maintenance Worker 1 137
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: Settlement in
Damage to Vallecito Lane due negotiations between
to Ohio and Villa Terrace H2O residents and ACWA-
leak JPIA
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.
12/6/2010 RIGHT WRIST Open YES
TENDONITIS
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
11-18-2010 Employee Potluck Employee Recognition
Committee
12-7-2010 Employee Recognition Human Resources
Committee
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
10-22-2010 Check AED's & Log HR/SAFETY
11-17-2010 Employee Assistance Program HR
(EAP) Managing Money in
Tough Times
11-22-2010 Check AED's & Log HR/SAFETY
12-7-2010 Safety and Wellness Committee HR/SAFETY
12-9-2010 Distribute First Aid Backpacks to HR/SAFETY
Employees at Operations Safety
Meeting
s
ITEM NO. 2.3
AGENDA REPORT
Meeting Date: December 14, 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
Manager Resources/Risk
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 District's current recruitment
activity. Also identified in the spreadsheet is the current fiscal year's authorized and budgeted
positions as well as recently vacated positions awaiting action. Items shown in red identify the most
recent activity such as employment offers pending or applications being processed including any
revisions or updates since the last status report.
Recent activity includes the following: the Human Resources Section conducted a proctored
examination for the Engineering Secretary position and closed the recruitment of two (2)
Maintenance Worker I positions to under fill two (2) vacant Maintenance Distribution Operator II
positions.
ATTACHMENTS:
Name: Description: 1 ype:
Authorized Positions 12092010.xls FY 2010-2011 Authorized Positions Backup Material
As of December 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 closed on 10-29-
2010. Testing conducted 12-2-2010.
Maintenance Worker 1 8 8 8 New recruitment for two (2) Maintenance
Worker I positions - to under fill (2) Maint.
Distribution Operator 11 positions.
Recruitment closed 11-29-2010.
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 opened 11-12-2010 and closed
11-29-2010 to under fi11 with Mai nt. 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 December 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