HomeMy WebLinkAbout2012-01-10 - Personnel-Risk Management Committee Meeting Agenda Packet
Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING
Tuesday, January 10, 2012, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE STAFF
Director Michael J. Beverage, Chair Ken Vecchiarelli, General Manager
Director Ric Collett 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. Proposal for Additional Coverage to the Property Insurance Program
Recommendation: That the Committee recommend the Board of Directors consider
the proposal to include the remaining District vehicles to the existing property
coverages.
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. Human Resources Department Activity
3.2. Status of Recruitments and Budgeted Positions
3.3. Status of Strategic Plan Initiatives (Verbal Report)
3.4. Future Agenda Items and Staff Tasks
4. ADJOURNMENT
4.1. The next meeting of the Personnel-Risk Management Committee will be held February
14, 2012 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: January 10, 2012 Budgeted: No
To: Personnel-Risk Management Cost Estimate: $5,300
Committee
Funding Source: Operating Funds
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, HR/Risk Manager Dept: Human
Resources/Risk
Management
Prepared By: Gina Knight, HR/Risk Manager
Subject: Proposal for Additional Coverage to the Property Insurance Program
SUMMARY:
The purpose of this report is for the Committee to consider recommending the Board approve
extending comprehensive and collision insurance coverage to the remaining District vehicles not
currently covered through our property program. The proposed coverage would become effective
during the April 1, 2012 property insurance renewal period.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors consider the proposal to include the
remaining District vehicles to the existing property coverages.
DISCUSSION:
During the April 1, 2011 property renewal period, the Committee requested that staff research the
costs associated with extending insurance coverage for District vehicles not currently covered
through the property insurance program.
On December 16, 2011, an ACWA-JPIA insurance representative provided a rough estimate for the
additional cost for comprehensive and collision insurance for approximately 41 District vehicles (3
private passenger vehicles, 33 light trucks, 4 sport utility vehicles and 1 van). The estimated
premium for the additional coverage is approximately $5,300 based on 2011-2012 property rates.
The deductible will be $500 per reported incident.
The District's current property insurance policy will expire on March 31, 2012. The additional
coverage would become effective April 1, 2012.
ITEM NO. 3.1
AGENDA REPORT
Meeting Date: January 10, 2012
To: Personnel-Risk Management
Committee
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, HR/Risk Manager Dept: Human
Resources/Risk
Management
Prepared By: Amelia Cloonan, Personnel
Technician
Subject: Human Resources Department Activity
SUMMARY:
The attached spreadsheet is updated on a monthly basis and presented to the 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 Board of Directors meeting held December 22, the Board approved the Professional Services
Agreement with Aspen Risk Management Group.
On December 15, HR staff participated in a webinar presented by Peter Brown of Liebert Cassidy
Whitmore. The webinar, AB 646 Mandating Fact-finding for Local Public Agencies, outlined the
process involved when impasse is declared during negotiations with a bargaining unit.
Recruitment for a Part-time Public Affairs Intern opened on January 5 and will continue through
January 19. Postings have been placed through five local universities: Chapman University, Cal
Poly Pomona, Cal State Long Beach, Cal State Fullerton and UC Irvine.
ATTACHMENTS:
Name: Description: Type:
HR Dept Activity.pdf HR Dept Activity Report Backup Material
HR DEPARTMENT ACTIVITY
2011/2012
POLICIES AND PROCEDURES ACTIVITY STATUS
Development and Maintenance of Management
Safety Procedures reviewed Draft
policy
Driver Record Review Policy None
Drug and Alcohol Policy LCW Law firm
revising District's
policy
Educational/Certification/License Draft Policy
Reimbursement Policy presented to
Bargaining Unit on
3/14/2011
Employee Performance Evaluation Draft policy will be
Procedure presented to BU
for review and
approval after the
MOU is adopted
by the BOD
Employee's Responsibility for Management
Maintenance of District Vehicles reviewed Draft
policy.
To be presented
to BU for review
and approval after
MOU is adopted
by the BOD
Employee Time-Off Request Policy Draft policy
presented to BU
for review and
approval
3/14/2011
Facilities Use Policy Management
reviewed. General
Manager to review
Draft policy and
add input
Heat Illness Prevention Program Draft policy
prepared. HR
Manager to review
Updated January 3, 2012
POLICIES AND PROCEDURES CONTINUED
POLICIES ACTIVITY STATUS
Risk Management Admin Policy HR Mgr to review
Draft policy and
comment
Safety Footwear Allowance Draft policy
presented to BU on
3/14/2011
Update Recruitment Procedure HR Mgr to review
procedure and add
input
New Hire Procedure HR Mgr to review
procedure and add
input
Separation/Termination Procedure HR Mgr to review
In process procedure and add
input
TRAINING - ON SITE/OFF SITE
DATE VENDOR CLASS TITLE
07-06-2011 ACWA/JPIA Underground Utility Line Locator Training
scheduled (8 hour training) 14 District staff
and 10 Other Agency staff attended.
09-15-2011 Liebert Cassidy Whitmore Two Workshops:
Costa Mesa The ABC's of Sustaining Discipline &
Terminating the Employment Relationship
09-28-2011 ACWA/JPIA Two sessions: Confined Space Entry and
Field Ergonomics. 13 District employees
attended Confined Space Entry. 19 District
employees attended Field Ergonomics.
10-3-2011 ACWA/JPIA Board, GM, 5 Participants in the ACWA/JPIA
Finance Orientation Professional Development Program
participated in the required Board, GM,
Finance Orientation presented by Ken
Vecchiarelli
10-6-2011 PELRAC (Public PELRA Annual Conference
Employees Labor
Relations Association,
California)
10-19-2011 Liebert Cassidy Whitmore Two Workshops:
Anaheim Performance Management: Evaluation,
Documentation and Discipline &
Difficult Conversations
10-27-2011 PELRAC (Public Understanding CalPERS Annual Valuation
Employees Labor Report
Relations Association,
California)
11-2-2011 LCW Consortium Planning Planning Session for 2012 Consortium
presentations
11-16-2011 EAP Workshop Maximizing Your Day
11-22-2011 ACWA/JPIA Defensive Driving two sessions
54 District employees trained in two
sessions. One outside agency attendee.
12-01-2011 PARMA (Public Agency One-Day Workshop Training Program
Risk Management Assoc.)
12-06-2011 Liebert Cassidy Whitmore Workshop presented: Preventing
at YLWD Harassment, Discrimination, Retaliation with
Anti Bullying - AB 1825
12-15-2011 Liebert Cassidy Whitmore Webinar - AB 646 - Fact finding for
employee negotiations impasse
RECRUITMENTS
MONTH POSITION APPLICATIONS
PROCESSED
2011
February Meter Reader 1 287
March Customer Service Supervisor 62
June Maintenance Worker 1 (2 positions) 208
August Maintenance Distribution Operator II 4
August/Sept RFP/Interviews for Safety Consultant 3
January 2012 Part-time Public Affairs Intern 1
CURRENT RISK MANAGEMENT/TORT CLAIM ACTIVITY
DATE OF ISSUE/ NATURE OF RISK ACTION TAKEN
CLAIM RECD MGMNT RELATED
ISSUE/CLAIM
June 6, 2011 District auto struck Claim paid by Interinsurance
Exchange of Automobile
Club. Check received in the
amount of $9,089.84 on
11/15/2011.
July 12, 2011 Dump Truck struck by Insurance adjuster inspected
motorist - District not at dump truck
fault 7-18-201. Check received in
the amount of $6457.62.
August 23, 2011 Claim received by District Signed release and waiver
from Doug Boughter for received 8/29/2011. Check
plumbing services. sent out 9/8/2011.
September 27, 2011 District truck backed into by
motorist waiting at light.
October 2011 Letters received from: 1) Under investigation by Risk
Melanie Schlotterbeck and Manager
2) PCM on behalf of The
Kellogg Terrace
Condominium Association
for damages claimed to
have resulted from a leak in
Alamo Lane.
October 2011 Claim received by District Claim for received. Release
from Jay Betker on and waiver received. Check
12/13/2011 for alleged request to pay out in the
overbilling, cost of plumbing amount of $$585.00 on
inspection and irrigation 01/12/2012.
inspection.
November 14, 2011 Claim received by District
from Aaron Goodall for
debris and dust issues
November 15, 2011 Claim received by District Claim form sent and
from Patrick Buckner for returned. Release and
damage to tire caused by Waiver sent and returned.
raised lid in roadway Check request to pay out in
the amount of $73.71 on
12/08/2011
CURRENT RISK MANAGEMENT/TORT CLAIM ACTIVITY
DATE OF ISSUE/ NATURE OF RISK ACTION TAKEN
CLAIM RECD MGMNT RELATED
ISSUE/CLAIM
December 2011 Claim received by District Claim form received.
from Muhammed Release and waiver to be
Peshimam 12/22/2011 for sent. Check request to pay
damage to his system by out in the amount of $250.00
sand due to work done by on 01 /26/2012 or when
YLWD in neighboring release & waiver are
home. received.
CURRENT WORKERS COMPENSATION ACTIVITY
DATE OF NATURE OF W.C. STATUS REPORTABLE INCIDENT
INJURY CLAIM
7-12-11 Auto Accident Closed First Aid Only
7-22-11 Shoulder- Trip & Fall Open Yes
10-13-11 Insect bite Closed Yes
DISTRICT EMPLOYEE ACTIVITIES/FUNCTIONS
MONTH ACTIVITY/FUNCTION DEPARTMENT
08-11-11 Hot tap, horseshoe competition, car Employee Recognition
show and Taco event Committee
12-09-11 Employee Holiday Event at Yorba Employee Recognition
Linda Country Club Committee
DISTRICT SAFETY AND WELLNESS- ACTIVITIES/FUNCTIONS
MONTH ACTIVITY/FUNCTION DEPARTMENT
07-20-2011 One-hour Employee Assistance Program HR/SAFETY
(EAP) Workshop
07-21-2011 Check AED's & Log HR/SAFETY
08-24-2011 Check AED's & Log HR/SAFETY
08-23-2011 Request for Proposal sent out for Safety HR/SAFETY
Consultant Services.
9-23-2011 Check AED's & Log HR/SAFETY
10-19-2011 Orange County Water Association SAFETY Committee
(OCWA) Safety Fest Member attended
10-21-2011 Check AED's & Log HR/SAFETY
10-26-2011 District's annual Benefits Fair HR
Flu Shots available for
employees/spouses, retirees/spouses,
Directors/spouses
11-1 to The Advantage Group (TAG) Kick-off HR
11-3-2011 barbeque and open enrollment at the
District for 125 flex plan and voluntary
insurance programs
11-21-2011 CheckAED's & Log HR
12-22-2011 Check AED's & Log HR
HR ACTIVITIES/FUNCTIONS
MONTH ACTIVITY/FUNCTION DEPARTMENT
07-21-2011 Met with Wells Fargo brokers for status on Human Resources
renewals of health insurance and benefits.
09-14-2011 Conference call with Wells Fargo brokers Human Resources
regarding possible arrangements for
presenting a District Health and Wellness
Fair in 2012. (On Hold)
ITEM NO. 3.2
AGENDA REPORT
Meeting Date: January 10, 2012 Budgeted: Yes
To: Personnel-Risk Management
Committee
Funding Source: All Funds
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, HR/Risk Manager Dept: Human
Resources/Risk
Management
Reviewed by Legal: No
Prepared By: Miguel Serna, Human CEQA Compliance: N/A
Resources Analyst
Subject: Status of Recruitments and Budgeted Positions
SUMMARY:
The attached spreadsheet is updated monthly and presented to the Personnel-Risk Management
Committee
DISCUSSION:
The Budgeted Positions spreadsheet is updated monthly to show the status of the District's current
recruitment activity. The spreadsheet identifies the current fiscal year's budgeted positions as well
as any current vacancies awaiting action. Items identified in red indicate the most recent activity
such as pending employment offers or applications being processed in addition to any revisions or
updates since the last report.
Human Resources staff will open a competitive recruitment to fill the Public Information Internship
on January 5, 2012. This recruitment will close on January 19, 2012.
ATTACHMENTS:
Name: Description: Type:
Budgeted Positions 01-04-2012.xls Status of Recruitments and Budgeted Positions Backup Material
As of January 4, 2012
FY 2011-2012 Budgeted Positions
Salary Start
Range Position Classification Budget Emp Status/Comments Date
1-11 (Temporary Help) 0 0
12
13
14
15 Customer Service Representative 1 1 1
16 Meter Reader 1 2 1 Vacancy due to employee's resignation on
1 6/21/2011. Vacant position on hold.
17 Accounting Assistant 1 1 1
Customer Service Representative 11 1 1
Engineering Secretary 1 1
Maintenance Worker 1 9 12
Mechanic 1 0 0
Operations Secretary 0 0
18 Meter Reader 11 2 2
19 Customer Service Representative 111 2 2
Operations Assistant 1 1
20 Engineering Technician 1 0 0
Maintenance Distribution Operator 11 8 6 Under filled with (2) Maint. Worker I
positions.
Water Quality Technician 1 0 1 Position used to under fill authorized Water
Quality Technician 11 position.
21 Accounting Assistant 11 1 1
Facilities Maintenance 1 1
Mechanic 11 1 1
22 Information Systems Technician I 1 1
Water Quality Technician 11 1 0 Under filled with (1) WQT 1.
23 Maintenance Distribution Operator 111 4 3 Under fill with one (1) MWI.
Meter Services Lead 1 1
Mechanic 111 1 1
Personnel Technician 1 1
Plant Operator 11 3 3
As of January 4, 2012
FY 2011-2012 Budgeted Positions
Salary Start
Range Position Classification Budget Emp Status/Comments Date
24 Construction Inspector 1 1
Engineering Tech II 2 2
Info Systems Tech II/Programmer 1 1
25 Executive Secretary 1 1
Human Resources Analyst 1 1
Instrumentation Technician 1 1
Sr. Accountant 1 1
26 GIS Administrator 1 1
Project Engineer 2 2
Sr. Construction Inspector 1 1
Sr. Fleet Mechanic 1 1
Sr. Maintenance Distribution Operator 4 4
Sr. Plant Operator 1 1
27 Customer Service Supervisor 1 1
28 Management Analyst 1 1
29 Water Quality Engineer 1 1
30 Public Information Officer 1 1
Water Maintenance Superintendent 1 1
SCADA Administrator 1 1
Information Systems Administrator 1 1
31 Chief Plant Operator 1 1
32
33
34 Sr. Project Manager 1 1
35
36
37 Engineering Manager 1 1
Finance Manager 1 1
Human Resources and Risk Manager 1 1
IT Manager IS Administrator assigned to Acting IT
1 0 Manager.
Operations Manager 1 1
38
39
40
General Manager 1 1
Total 76 74
FY 2011-2012 Authorized Part-Time/Intern Positions
Salary Start
Range Position Classification Budget Emp Status/Comments Date
1-11 Public Information Intern 0.5 0 Recruitment opens 01/05/2012 and closes
01/19/2012,
Governmental Affairs Intern 0.5 0
24 GIS Technician 0.5 0.5
Total 1.5 0.5