HomeMy WebLinkAbout2012-02-14 - Personnel-Risk Management Committee Meeting Agenda Packet Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING
Tuesday, February 14, 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. Claim Filed by Glenn Yothers
Recommendation: That the Committee recommend the Board of Directors reject
and refer the claim of Glenn Yothers to ACWA/JPIA.
2.2. Claim Filed by Melanie Schlotterbeck
Recommendation: That the Committee recommend the Board of Directors reject
and refer the claim of Melanie Schlotterbeck to ACWA/JPIA.
2.3. Claim Filed by Professional Community Management on behalf of the Kellogg Terrance
Condominium Association
Recommendation: That the Committee recommend the Board of Directors reject
and refer the claim filed on behalf of the Kellogg Terrance Condominium
Association to ACWA/JPIA.
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. Certificate of Achievement from CHP for District's Biennial Inspection of Terminals
Program
3.2. Reimbursement for Small Claims Paid by the District
3.3. ACWA/JPIA Retrospective Premium Adjustment Stabilization Fund Report
3.4. Student Internship Policy
3.5. Status of Human Resources and Risk Management Activities
3.6. Status of Recruitments and Budgeted Positions
3.7. Status of Strategic Plan Initiatives
3.8. AB 646 (Verbal Report)
3.9. Organizational Chart (Verbal Report)
3.10. Future Agenda Items and Staff Tasks
4. ADJOURNMENT
4.1. The next meeting of the Personnel-Risk Management Committee will be held March 13,
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: February 14, 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: Claim Filed by Glenn Yothers
SUMMARY:
Glenn Yothers, requests reimbursement for removal of a tree
he claims was killed as a result of a main line break on
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors reject and refer the claim of Glenn Yothers to
ACWA/JPIA.
DISCUSSION:
Mr. Glenn Yothers presented a claim to the District on February 6, 2012.
Mr. Yothers claims that a large, 23 year old, Japanese Black Pine tree on his property at
died because water caused by a District main Tine Teak pooled at the base of the tree for over six
weeks. He states that he reported the Teak at (Mr. Yothers' property fronts on
but backs on to the District in mid September 2011. According to Mr. Yothers, the
repair to the main leak was not completed until the end of October 2011. According to District records
and reports by staff, it appears the first Customer Service Report occurred on August 11, 2011 with
final resolution of the main leak taking place on September 26, 2011 .
Mr. Yothers asks the District to pay the $500 estimated amount for removal of the tree. He is
concerned the tree may fall into The estimate from Hugo's Gardening presented with the
claim additionally notes that the value of the Japanese Black Pine to landscape is approximately
$2,000.
District staff reported that several trees in the general area of the Highland Reservoir have been
affected by some form of pest and have died.
ATTACHMENTS:
Name: Description: Type:
SKMBT C5521 202081 1 460.pdf Claim Yothers 5121 Eureka Backup Material
PLEASE CONTACT YLWD RECORDS DIVISION
FOR THIS ATTACHMENT
(714) 701-3101
records@ylwd.com
�� (� �
ITEM NO. 2.2
AGENDA REPORT
Meeting Date: February 14, 2012
To: Personnel-Risk Management Cost Estimate: $1 ,123.22
Committee
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, HR/Risk Manager Dept: Human
Resources/Risk
Management
Reviewed by Legal: No
Prepared By: Amelia Cloonan, Personnel
Technician
Subject: Claim Filed by Melanie Schlotterbeck
SUMMARY:
Melanie Schlotterbeck, has requested that the District
reimburse her for damages to her condominium unit that she claims was caused by a break in one
of the District's water lines in
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors reject and refer the claim of Melanie
Schlotterbeck to ACWA/JPIA.
DISCUSSION:
Per Melanie Schlotterbeck's account, on October 1 , 2011 while in the process of preparing for a
contractor to perform renovations to her condominium unit located at
she noticed the carpet was damp in her home office. On October 2, 2011, the contractor
pulled back the carpet in the home office to place plastic on the floor in an effort to determine if
additional moisture was present. On October 3, 2011 , although the contractor found no moisture,
Ms. Schlotterbeck states the concrete in the center of the room was darker. During this time, Ms.
Schlotterbeck states there was water present and running in
On October 7, 2011 , the carpet in the room was "drenched". Ms. Schlotterbeck notified the Kellogg
Terrance Homeowner's Association property management company, PCM. A repairman was called,
and her unit and neighboring units in the building was checked for water leaks. By Ms.
Schlotterbeck's account, the plumber, Scott English Plumbing, found no leaks in her unit or in
neighboring units that could have caused the amount of water. The soil and grass in front of her unit
was mushy and over saturated. The water continued to flow in the street.
On October 10, 2011 , Scott English Plumbing found no leaks in the laundry drain line. The plumber
stated to Ms. Schlotterbeck that the water was coming up through the slab. 24 Hour Restoration
came in to investigate, and no more water was found. On October 11 , 2011 , YLWD did a temporary
fix to the District line in and on October 12, 2011 , the District completed the repairs in
Melanie Schlotterbeck is claiming $873.22 for carpet replacement and $250.00 for the delay of her
renovation project and additional work performed by The Remodeling Center.
Both Jeff McDonald, Senior Maintenance Distribution Operator, and Scott Coffman, Maintenance
Distribution Operator III, report that the Association has problems with their irrigation system over
watering in varied locations and that there is no way the leak in could have impacted
the unit because of its location in the street and the path of the flow of water.
ATTACHMENTS:
Description: Type:
Backup Material Backup Material
PLEASE CONTACT YLWD RECORDS DIVISION
FOR THIS ATTACHMENT
(714) 701-3101
records@ylwd.com
ITEM NO. 2.3
AGENDA REPORT
Meeting Date: February 14, 2012
To: Personnel-Risk Management Cost Estimate: $300.00
Committee
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, HR/Risk Manager Dept: Human
Resources/Risk
Management
Reviewed by Legal: No
Prepared By: Amelia Cloonan, Personnel
Technician
Subject: Claim Filed by Professional Community Management on behalf of the Kellogg
Terrance Condominium Association
SUMMARY:
The Kellogg Terrance Condominium Association through Professional Community Management is
requesting reimbursement for $300.00 spent to investigate the cause of water intrusion into
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors reject and refer the claim filed on behalf of
the Kellogg Terrance Condominium Association to ACWA/JPIA.
DISCUSSION:
Professional Community Management requests reimbursement of $300.00 for money expended by
the Kellogg Terrance Condominium Association to investigate water intrusion into the unit located at
In an e-mail on October 1 , 2011 , the Association's Board Secretary reported a water main leak on
Mr. Knack reportedly spoke to a YLWD employee about fixing the leak.
On October 7, 2011 , Melanie Schlotterbeck who resides at
reported to PCM that the carpet in her home office was wet following four days of construction in her
unit. The Association sent Scott English Plumbing to her residence the same day. No cause of the
leak was found in her unit or neighboring units. On October 10, 2011 Scott English Plumbing found
no leaks in the laundry drain line. The Association then sent 24 Hour Restoration to perform thermal
imaging. Normal readings were found in the unit.
PCM notes that the leak in was evident from October 1 . PCM complains of a lack of
responsiveness on the part of the Yorba Linda Water District to numerous calls from PCM regarding
the leak.
Sunset Landscape, the Association's contractor, turned the irrigation lines off for several days, and
they did not report finding any leaks related to the landscape irrigation lines near the building.
On October 11 , the District performed a temporary fix for the leak in with a final fix
completed on October 12, 2011 . PCM states that since no leaks were found in or near
and Ms. Schlotterbeck's Unit, the water intrusion must be caused by the main line break on
and requests reimbursement of $300.00 for two contractors for plumbing investigations.
Jeff McDonald, Senior Maintenance Distribution Operator, and Scott Coffman, Maintenance
Distribution Operator III, report that the problems with were not related to the
main line leak in and the leak could not have caused the damages reported because of
the direction of flow from the main line and the distance involved.
ATTACHMENTS:
Description: Type:
KTCA.Pdf Backup Material Backup Material
PLEASE CONTACT YLWD RECORDS DIVISION
FOR THIS ATTACHMENT
(714) 701-3101
records@ylwd.com
i
ITEM NO. 3.1
AGENDA REPORT
Meeting Date: February 14, 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: Certificate of Achievement from CHP for District's Biennial Inspection of
Terminals Program
SUMMARY:
The California Highway Patrol (CHP) awarded the Yorba Linda Water District a Certificate of
Achievement for its Biennial Inspection of Terminals (BIT) Program.
DISCUSSION:
Under the California Vehicle Code, a Biennial Inspection of Terminals Program, known as BIT, is
conducted by the California Highway Patrol. The program requires all motor carriers operating
trucks from terminals located in California to undergo inspection to rate their compliance with
applicable laws and regulations relating to motor carrier safety.
The Yorba Linda Water District terminal has achieved five (5) consecutive satisfactory safety
compliance ratings since April 18, 1994 and has been recognized by the California Highway Patrol
for this achievement and for its commitment to highway safety as demonstrated by those persons
responsible for the operation of the District's terminal.
ATTACHMENTS:
NamE Description: Type:
SKMBT C55212013116120 CHP Cert.pdf CHP Certificate of Achievemen Backup Material
1-17-12
CHP 341(11-93(OPI 062
CALIFORNIA HIGHWAY PATROL
hereby awards this
Certificate of Achievement
to
YORBA LINDA WATER DISTRICT
913 SOUTH RICHFIELD RD
PLACENTIA, CA 92870
5 Consecutive Satisfactory Ratings
Since APRIL 18, 1994
There is established in the California Vehicle Code a biennial motor carrier safety
compliance inspection program to be conducted by the California Highway Patrol.
That program, known as the Biennial inspection of Terminals (BIT) Program,
requires all motor carriers operating trucks from terminals located in California to
undergo an inspection of each operational terminal to rate their compliance with
applicable laws and regulations relating to motor carrier safety.
This is to certify that this terminal has achieved consecutive satisfactory safety
compliance ratings as indicated above. The California Highway Patrol
congratulates this terminal on this meritorious achievement and recognizes
the commitment to highway safety demonstrated by the personnel
responsible for the operation of this terminal.
k%4 A " 0-4w� COMMISSIONER
ARTMLNT OF CALIFORNIA HIGHWAY PAT R01
ITEM NO. 3.2
AGENDA REPORT
Meeting Date: February 14, 2012
To: Personnel-Risk Management
Committee
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, HR/Risk Manager Dept: Human
Resources/Risk
Management
Reviewed by Legal: No
Prepared By: Amelia Cloonan, Personnel
Technician
Subject: Reimbursement for Small Claims Paid by the District
SUMMARY:
ACWA/JPIA will reimburse the District for small claims the District pays themselves plus an
administrative fee of $100.00 per claim.
DISCUSSION:
It is the policy of ACWA/JPIA to reimburse their member agencies for small claims the member
agencies investigate, handle and pay out themselves, plus the member agency receives $100.00
per claim for administrative fees.
For the year 2011, four claims handled by the District were submitted to ACWA/JPIA for
reimbursement. The claims amounted to $976.65. Reimbursement from ACWA/JPIA was received
on January 30, 2012. The administrative fees, $400.00 total, will be sent to the District in a separate
check on February 1 , 2012. Thus, the total reimbursement for the four claims will be $1 ,376.65.
ATTACHMENTS:
Description: Type:
SKMBT C55212013015320 JPIA Reimburse.pdf ACWA/JPIA Letter dated 01252012 Backup Material
ACWA JAN 3 2012
JPIA
JOINT POWERS January 25, 2012
INSURANCE AUTHORITY
Amelia Cloonan
P.0.Box 619082 Yorba Linda Water District
Roseville,CA 95661-9082 P.O. Box 309
phone
Yorba Linda, CA 92885-0309
916.786.5742
800.231.5742 RE: Small Claims
direct line Dear Amelia:
916.774.7050
800.535.7899
Enclosed are checks representing the District's reimbursement for the
fax amount paid to the following claimants for their small claims.
916.774.7040
_ Name D/Loss Claim No. Amount
www.acwajpia.com Fred Erdtsieck 4118111 12-0468 $217_.94
President Doug Bou hter 8115111 12-0469 $100 OQ
E.G."Jerry"Gladhach Patrick Buckner 11/23/11 12-0470 $73.71
Jay Betker 12/16/11 1 12-0471 1 $585.00
Vice President
Tom Cuquet The administrative fee of $100.00 per claim will be sent to you by
ChiefExecutive Officer separate check on February 1, 2012
Walter"Andy"Sells
Executive Committee If you have any questions, please call me.
Tom Cuquet
Joseph Dion Sincerely,
E.G."Jerry" ch
David T.Hodgiodgin
W.D."Bill"Knutson
Melody A.McDonald Cece Wuchter
Charles W.Muse Sr. Claims Examiner
Randy A.Record cwuchter @acwaipia.com
Lou Reinkens
Enclosures
A Partnership of Public Water Agencies
ITEM NO. 3.3
AGENDA REPORT
Meeting Date: February 14, 2012
To: Personnel-Risk Management
Committee
Funding Source: All Funds
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, HR/Risk Manager
Prepared By: Amelia Cloonan, Personnel
Technician
Subject: ACWA/JPIA Retrospective Premium Adjustment Stabilization Fund Report
SUMMARY:
ACWA/JPIA reports annually to its member agencies on the Retrospective Premium Adjustment
(RPA) for the pooled program members' insurance programs.
DISCUSSION:
In 1999, ACWA/Joint Powers Insurance Authority established the RPA Fund to assist in stabilizing
the fluctuating cycle of refunds and billings for prior policy years. The Fund includes all pooled
programs.
The report presents a beginning balance, before adjustments, for all programs. For the Liability
Program and the Workers' Compensation Program, there are Retrospective Premium Adjustments
for prior policy years that still have open claims. For the Property Program, there is a refund for
members that participated in policy year 4-1-07/08, because all claims for that year have been
settled.
If balances for the funds are negative by more than 40% or positive by more than 60% of the
attachment point, the District is billed, or refunded, for the difference. The report indicates the
District neither owes an amount nor is it due an amount, at this time. Attached is a cover letter and
summary calculation sheet from ACWA/JPIA. The full report and back up calculations are available
in the offices of the Human Resources/Risk Manager.
ATTACHMENTS:
Name: Description: Type:
ACWA JPIA RPA.Pdf Backup Material Backup Material
RECEIVED
FEB ® 1 2012
YORBA LINDA}NATcR DISTRICT
` . JPfA
TO: All Pooled Program Members
FROM: David deBernardi, Director of Finance
JOINT POWERS DATE: January 19, 2012
INSURANCE AUTHORITY
RE: RPA Stabilization Fund Report
P.O.BOX 619082
Roseville,CA 95661-9082 Enclosed is the RPA Stabilization Fund Report for your agency
including backup documentation. Currently your district has neither an
phone
916.786.5742 amount due or due a refund.
800.231.5742 The RPA Stabilization Fund was established in 1999 to help stabilize
direct line the fluctuating cycle of refunds and billings for prior policy years. In
916.774.7050 2001 the Executive Committee authorized expanding the Fund to
800.535.7899 include all pooled programs.
fax The report has several parts. It starts with the beginning balance, the
916.774,7040 amount on the books for each member before adjustments. The first
www.acwajpia.com adjustment is the Liability Program's 1011109-10 policy year Deposit
Premium for actual payroll vs. estimated payroll. Also, for the Liability
Program there are Retrospective Premium Adjustments for prior policy
President years that still have open claims. For the Property Program there is a
E.G. "Jerry"Gladbach refund for the members that participated in the policy year 411107-08, all
claims have settled for this year. For those members that participated
Vice President in the Workers' Compensation Program there are Retrospective
Tom Cuquet Premium Adjustments for prior policy years that still have open claims.
Finally, if the resulting balance is negative by more than 40% (or
positive by more than 60%) of the attachment point, the district is billed
Chief Executive Officer (refunded) for the difference.
Walter"Andy"Sells
If you have any questions regarding the RPA Stabilization Fund or any
Executive Committee of the adjustments, please call (800) 231-5742 or e-mail me at
ddebel•>!Zaxdi(c�acwa J ia.com.
John A,Coleman - .�"
Tom Cuquet
Joseph Dion
E.G. "Jerry"Gladbach
David T.Hodgin
W.D. "Bill"Knutson
Melody A.McDonald
Charles W.Muse
Lou Reinkens
A Partnership of Public Water Agencies
ASSOCIATION OF CALIFORNIA WATER AGENCIES
JOINT POWERS INSURANCE AUTHORITY
5620 BIRDCAGE STREET, SUITE 200
CITRUS HEIGHTS, CA 95610
RPA STABILIZATION FUND REPORT
AS OF 09/30/2011
FOR: YORBA LINDA WD
BEGINNING BALANCE $113,248.80
LIABILITY PREMIUM ADJ.-ACTUAL VS ESTIMATED PAYROLL- PY 101912009-2010 ($643.00)
LIABILITY RETROSPECTIVE PREMIUM ADJUSTMENTS-PYS 10/111996-2007 ($182.00)
LIABILITY PREMIUM ADJUSTMENT- DEPOSIT PREMIUM-PY 10/112011-2012 ($50,919.60)
PROPERTY PREMIUM ADJUSTMENT-PY 41112007-2008 $4,501.97
WIC RETROSPECTIVE PREMIUM ADJUSTMENTS-PYS 71111988-2008 $47,900.26
FUND BALANCE $113,906.42
CURRENT ATTACHMENT POINT(60% OF BASIC LIABILITY PREMIUM) $118,647.60
AMOUNT DUE FROM THE MEMBER DISTRICT $0.00
ITEM NO. 3.4
AGENDA REPORT
Meeting Date: February 14, 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: Student Internship Policy
SUMMARY:
The Yorba Linda Water District wishes to utilize a student internship program to further develop
awareness of the District's activities, challenges and opportunities and to utilize as a tool in
recruiting, developing and retaining future innovators in the water and wastewater services industry.
DISCUSSION:
The Student Internship Policy is presented for informational purposes only.
ATTACHMENTS:
Name: Description: Type:
7010-12-01 Student Internship Policy.doc Backup Material Backup Material
Yorba Linda
Water District
Policies and Procedures
Policy No.: 7010-12-01
Effective Date: March 1, 2012
Prepared By: Gina Knight, HR and Risk Manager
Amelia Cloonan, Personnel Technician
Applicability: District Wide
POLICY: STUDENT INTERNSHIP POLICY
1.0 PURPOSE
A. The purpose of this policy is to establish guidelines and procedures under which
the District will employ student interns. The District's internship program will
provide college students with the opportunity to apply traditional academic
classroom learning to actual work experience. The District believes that
internships are an important tool in recruiting, developing and retaining innovative
people in the water industry.
2.0 POLICY
A. It is the policy of the Yorba Linda Water District to provide a student internship
program to develop awareness of the activities, challenges and opportunities
found within a water district.
3.0 PROCEDURES:
A. For published District internships, candidates will be required to complete a
Yorba Linda Water District job application. The application will demonstrate a
background suitable to the type of work the candidate will be performing, such as
accounting, public administration, finance, engineering, water production and
distribution, maintenance of water and sewer systems, information technology,
public affairs and human resources.
B. Student interns applying for internships in administration disciplines shall have a
working knowledge of the methods and techniques of research, statistical
analysis, report preparation, budget preparation and administration. Student
interns applying for operations internships shall have a working knowledge of the
techniques required in operations disciplines.
1
WORD: HR: New Hire: New Hire Orientation Checklist
C. Student interns, when required, will possess or have the ability to obtain before
employment, a valid Class "C" California driver's license.
D. In order to qualify for a student internship the student will have to meet the
following criteria:
1. Must be enrolled in a community college/university. Proof of current
enrollment is a prerequisite.
2. Must have a current cumulative GPA 2.5 or better. (Students may submit a
copy of the last grade report with cumulative GPA.)
3. Demonstrate strong and clear verbal and written communication skills.
4. Meet Department/Division specified qualifications.
5. Must establish and maintain effective relationships with co-workers, elected
officials and members of the public.
E. Student interns will be required to meet the employment requirements such as
passing a background check, post-employment physical tests and if internship is
for a safety sensitive position then intern will be required to pass a drug screen.
F. Student interns in administration shall work under the direct supervision of
qualified staff and shall participate and receive training in the administration and
operation of the Yorba Linda Water District by assisting in research activities,
performing general administrative activities and working on special projects,
performing routine administrative assignments and related duties as might be
assigned by the respective department to which that intern is assigned.
G. Student interns in the Operations Department shall work under the direct
supervision of qualified staff and shall participate and receive training in the
operation of the Yorba Linda Water District by performing routine operations
assignments and related duties as might be assigned by the respective
department to which that intern is assigned.
H. Approval of the General Manager shall be required in order to employ an intern.
I. Each fiscal year during the Budget process, funding for intern wages shall be
established as well as assignment of interns to a specific department.
J. When a department determines that an intern is needed, a Request to Fill a
Vacant Position (RFVP) shall be completed and forwarded to the Human
Resources Department. Upon receipt, the Human Resources Department shall
2
WORD: HR: New Hire: New Hire Orientation Checklist
determine, through the Finance Department, if sufficient funds exist to hire the
intern and proceed with the recruitment if deemed appropriate.
K. Internships at the District are limited to 960 hours per fiscal year.
L. Student interns are not eligible for District provided benefits.
M. Student interns are not eligible for sick, vacation, paid holiday leaves and/or paid
leaves of absences provided to regular full-time employees.
N. Student interns shall be compensated within the parameters as set forth by a
Resolution adopted by the Board of Directors with a minimum hourly rate of $10
and a maximum hourly rate of $15.
O. Student interns shall be evaluated by the Department Manager based on their
On-Boarding Goals/Objectives (Exhibit 5).
P. Scheduling of intern's work hours shall be at the mutual agreement of the intern
and his/her respective supervisor. Under no condition, shall an intern work more
than thirty (30) hours in any work week.
Q. Student interns employed at the District at any given time shall be monitored
based on the total annual budget and total wages established for interns per
fiscal year. Costs for interns shall not exceed the Board of Directors' approval
level.
4.0 RESPONSIBILITIES
A. It is the responsibility of each new student intern:
1. To return to the Human Resources Department all the paperwork
necessary for the new hire process as soon as possible after their date of
hire.
2. To carefully follow all the procedures outlined in their District orientation
for both the Human Resources orientation and their department
orientation.
3. To cooperate with their supervisor in following procedures that are
designed to protect the health, safety and life of District employees and
the public.
B. It is the responsibility of the Department Manager to ensure:
1. That the On-Boarding Goals/Objectives form (Exhibit 5) is prepared so
that the new intern is aware of the District's expectations over their first
year of service.
3
WORD: HR: New Hire: New Hire Orientation Checklist
2. Their new intern is versed in department procedures and is aware of the
importance of adhering to those procedures.
3. A new intern is provided with a consistent department orientation that will
enable them to safely and effectively perform their job duties.
C. It is the responsibility of the Human Resources Department to:
1. Document the new hire process so that the District can be sure the new
intern has been made aware of his/her obligations as a District intern.
2. Provide an effective and thorough orientation for the District's new hires so
that the new interns are aware of and understand:
a. They shall not receive any benefits the District provides to regular
full-time employees.
b. The District's policies and procedures, which outline to the new hire
their responsibilities to themselves, to their coworkers and to the
District.
C. Their obligations as District employees to perform their job
functions in a safe and responsible manner ensuring the safety of
themselves and their coworkers.
d. The responsibilities the new intern may have to fulfill in order to
grow through participation in training and educational programs.
e. The need to return as soon as possible all paperwork requiring
action in the new hire process.
APPROVED:
Kenneth R. Vecchiarelli, General Manager Date
Exhibit 1: Acknowledgement Form
Exhibit 2: Intern Processing Checklist
Exhibit 3: Intern Orientation Procedure
Exhibit 4: Employee Data Form
Exhibit 5: On-Boarding Goals/Objectives
4
WORD: HR: New Hire: New Hire Orientation Checklist
7010-12-01
Exhibit 1
Yorba Linda
Water District
Student Internship Policy
Acknowledgement Form
I acknowledge that I have received and read the provisions contained in this Student
Internship Policy. I understand that it is my responsibility to consult my supervisor or the
Human Resources Department if I have any questions that are not answered in the
Procedure.
I also understand that the provisions in this Procedure are guidelines and may not
address all circumstances that may arise. In such case, the Human Resources
Manager shall apply the procedure based on factors including but not limited to past
practices and rules of statutory interpretation.
EMPLOYEE'S NAME (printed):
EMPLOYEE'S SIGNATURE:
DATE:
Distribution: Original to Personnel File
Copy: Employee
5
WORD: HR: New Hire: New Hire Orientation Checklist
7010-12-01
EXHIBIT 2
ElYorba Linda
Water District
Intern Name Employee #
Last First MI
Position/Location: Date of Hire:
Create Personnel File
Pre-Employment Processing Sent Approved
Personnel Action Fact Sheet
Offer Letter/Signed Agreement on file
Background Forms (filed in manila envelope in employee's personnel file)
Reference Check; Copy Provided to Employee on:
On-Boarding Goals/Objectives form completed by Department Manager
Mail with Offer Letter Sent Returned
Job Description N/A
Physical examination information
Reference Check Release (to be returned to the District by mail for action)
Employee Data Form (to be filled out by new hire)
Date of Hire — First Day Date Completed
Copy of Social Security Card
Copy of Driver's License
DMV Report (received through background check)
W-4 Federal Withholding
DE-4 State Withholding
1-9 Employee Eligibility Verification (IRCA 1-9)
Social Security Statement
Oath of Allegiance
Copy of Diploma, Degree(s) and/or Certificate(s)
Policies and Procedures Processed
Enforcement of District Administrative Checkpoints (ABC) &Acknowledgement
ABC-3 Telephone Usage
ABC-6 Job and Salary Reference Checks
ABC-10 Use of District Vehicles
ABC-19 Work Related Injuries and Illnesses
ABC-28 Employee's Responsibility for Maintenance of District Vehicles
ABC-42 Use of"Employee Time Off Request" Form
ABC-50 Drug and Alcohol Free Workplace
3010-08-01 WarehouseNard Inventory Policy & Procedures
6
WORD: HR: New Hire: New Hire Orientation Checklist
6010-08-01 Information Technology Policy
7010-08-01 Personal Appearance of Employees
7030-08-01 Use of Traffic Cones and Vehicle Backing
5010-09-01 Procedure for Using the USA System
5010-09-02 Jackhammer Policy
7010-07-01 Recruitment Policy
7010-09-07 Harassment/Discrimination/Retaliation Prevention Policy
7010-10-01 FMLA Policy
7020-09-06 Risk Management Claims Policy
Personnel Rules
Defensive Driving Requirement Explanation (Verbal)
Miscellaneous Processed
Direct Electronic Deposits of Net Payroll Form
State Disability Insurance Brochure (DE-2515)
Long Term Disability (District provided Policy)
Facts About Worker's Compensation Brochure
Payroll Calendar
Material Safety Data Sheets (MSDS) Located in Break Rooms —Ops &Admin
I.D. Badge (Contact IT)
Set up computer/e-mail account (Contact IT week prior to employee's first day)
Notification of New Hire (e-mail to Managers/All Employees)
Time Sheet (on-line) IT Department sets it up
Uniform Order Form (Contact Operations prior to employee's first day)
Employment Documents (Processed After Orientation) Processed
DMV Pull Notice (MS H265)
Report of New Employee to Employment Development Dept (EDD DE-34)
Process to Payroll Processed
Personnel Action Fact Sheet
W-4 Federal Withholding
DE-4 State Withholding
Employee Data Form
7
WORD: HR: New Hire: New Hire Orientation Checklist
7010-12-01
Exhibit 3
® Yorba Linda
Water District
Intern-New Hire Orientation Procedure
1. Application — The application should be completed, signed and on file in the
employee's personnel file.
2. 1-9 form (Verification of employee's eligibility to work in the U.S.) The employee must
produce acceptable ID: Driver's License and original Social Security Card, or U.S.
Passport, etc. A copy of the documents is made and placed on file in the I-9 binder.
3. A prospective employee's driving record and licensing status is verified during the
pre-employment background check process.
4. A prospective employee's criminal history or lack thereof is verified during the pre-
employment background check process.
5. Medical examination results must be on file.
HR submits a request on line for Occumed to set up an appointment for the candidate.
Occumed contacts the prospective employee to set up a pre-employment physical and
send the results to the District. The prospective employee's results must be within
acceptable limits for hire.
6. W-4 form is completed (one copy is placed in employee's personnel file (under Payroll
Changes), HR enters the information in Great Plains, and one copy is given to Payroll).
The State of California's DE-4 Form is treated in the same way.
7. Direct Deposit Form is filled out by the employee and given to HR with a voided deposit
slip attached to form. (One copy is placed in the employee's personnel file (under Payroll
Changes), HR enters the direct deposit information in GP, and a copy is given to
Payroll)
8. Social Security Form SSA-1945 (one copy is filed in the personnel file — under
Miscellaneous)
10. Personnel Action Fact Sheet completed (one copy is filed in the personnel file
(under PAFS/Performance Appraisals), one copy goes to employee and one copy is
given to Payroll)
11. Medical Treatment of Work Related Injuries The memo from G.M. is given to
employee who signs the acknowledgement indicating their understanding of the
contents.
12. Personal Physician Designation Form (or Waiver)
If an employee prefers to be seen by their own doctor in case of a workers'
compensation injury, the employee needs to fill out the form in the Facts about
Workers' Compensation booklet, take the form to their doctor, ask the doctor to fill out
8
WORD: HR: New Hire: New Hire Orientation Checklist
the form, and return the form to HR for filing in the employee's personnel file. If an
employee does not wish to use their own doctor for any workers comp injury, then they
need to do nothing, and the District will have them go to its industrial medical clinic for
treatment.
Note: In case of serious injury, the employee will be taken to the closest hospital
emergency room. For continuing treatment, the employee will go to either their own
doctor, if they have a signed form in their file designating their own doctor or the
District's Workers' Compensation
medical clinic.
13. State Disability Insurance. This is short term disability insurance, which is available to
employees in the event they are unable to work because of a medical condition not
covered by workers comp. The employee receives approximately 2/3rds of their salary.
There is a two-week elimination period. If an employee is hospitalized, the insurance
begins immediately. Every doctor's office has the forms. It is the employee's obligation
to file for this state offered program.
14. Injury & Illness Prevention Plan is not issued to the employee at this time.
15. Issue the 2010 Personnel Rules to the employee. Employee signs the
acknowledgement, which is placed in their personnel file (under Miscellaneous).
16. Drug & Alcohol Policy. Please Note: The District tests for cause for both drugs
and alcohol. The employee signs an acknowledgement for receipt of the policy and
accepts the responsibility for reading, understanding and following the policy.
17. Explain Evaluation Reviews
Student interns shall be evaluated in intervals of 320 work hours. The Department
Manager shall be responsible for completing an Internship Performance Evaluation at
each interval. Should the intern receive an overall performance rating of Above
Average, he/she shall receive an increase of $.50 cents per hour. Should the intern
receive an overall performance rating of Outstanding, he/ she shall receive an increase
of $1 (one dollar) per hour. The maximum rate shall not exceed $15 (fifteen dollars) per
hour regardless of the intern's performance. If the intern receives an overall
performance rating of Acceptable or Needs Improvement, no salary increase shall be
awarded.
18. ABC (Administrative and Background Checkpoints) Some ABC's have been
superseded by Policies and Procedures. A copy of the ABC's and the Policies and
Procedures is available on line on the intranet. Employees are asked to sign an
acknowledgment, within one month of commencing employment, indicating that they
have read the ABC's and Policies and Procedures and agree to follow them.
19. MSDS (Material Safety Data Sheets) list materials located here on District premises
and what to should be done if an employee comes in contact with these materials. The
MSDS "stations" are in the employee break rooms in the Administration building and the
Operations crews quarters.
20. Explain Defensive Driving requirements. Every District Employee is required to take a
course in defensive driving. The initial course can be taken on-line through ACWA-JPIA.
9
WORD: HR: New Hire: New Hire Orientation Checklist
21. Photographs and ID card for new employee — IT Department has been notified.
22. Phone —through IT
23. Supplies
24. Uniforms
25. Safety Boots
26. EDD Form (Employment Development Department) is filled out and mailed in.
27. DMV Pull Notice Authorization for new employee is filled out and mailed to the DMV.
The employee signs a release to allow the District to receive their DMV reports on a
yearly basis or if the employee is involved in an accident or receives a ticket.
10
WORD: HR: New Hire: New Hire Orientation Checklist
7010-12-01
EXHIBIT 4
Yorba Linda
Water District ,
GREAT PLAINS EMPLOYEE INFO SHEET
Please complete the applicable portions of this form and return in a sealed envelope to the
Human Resources Department.
PLEASE TYPE OR PRINT
EE #: Last Name: First Name:
Middle Initial: Nickname: DOB:
Social Security#: - - Driver's License #: Exp:
Home Address:
City: State: Zip Code:
Mailing Address:
City: State: Zip Code:
Cell Phone #: Home Phone #: Listed: yes no
Emergency Contact Person
( ) Same address as above.
( ) Different information as follows:
Name: Relationship:
Home Phone # Work Phone #
Address:
City: State: Zip Code:
Employee Signature:
Date:
Processed to GP: Initials Date / /
11
WORD: HR: New Hire: New Hire Orientation Checklist
7010-12-01
EXHIBIT 5
toYorba Linda
Water District
ON-BOARDING GOALS/OBJECTIVES
NAM E:
DEPARTMENT:
POSITION:
DATE DATE ACHIEVED/
JOB DUTIES ASSIGNED PRIORITY COMPLETED
Priority Ratings: A= 30 Days B = 60 Days C = 90 Days D = 6 Months E = One Year
12
WORD: HR: New Hire: New Hire Orientation Checklist
ITEM NO. 3.5
AGENDA REPORT
Meeting Date: February 14, 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: 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 indicate the status of Human Resources, Risk
Management and Safety activities as well as revisions to the District's policies and procedures, job
related training offered to District employees, processed tort claims and District sponsored
employee events. Items shown in red have been revised or updated since the last report.
On January 18, 2012, a Human Resources staff member attended a legislative update workshop
presented by Wells Fargo. The updates pertained to health care reform and benefits.
Interviews for the Public Affairs Intern position (part-time) were held on February 1 and 2, 2012.
Three individuals were interviewed, one each from Cal State Long Beach, Cal State Fullerton and
Chapman University. The interviews were scored, and the District will proceed with a background
review of the top candidate.
Two tort claims handled by the District paid out on January 26, 2012, one for Muhammed Peshiman
in the amount of $250.00 (sand and debris in his system) and one for Hobo Recreation in the
amount of $110.00 (backflow and meter testing charges). An additional claim for Juan Hernandez
will pay out on February 9, 2012 in the amount of $749.38 (damages to his property caused by a
main break).
On March 28, 2012, the District's EAP representative will present two one-hour orientation sessions
for the Employee Assistance Program in order to educate our employees about what is available to
them through the program. The program offers multiple services and support programs for
employees and their relatives residing in the employee's household at the time support services are
requested.
In addition, the District's EAP will be conducting the following workshop: Eating Right for Life at
11 :30 a.m. on February 15, 2012.
ATTACHMENTS:
Name. Description: Type:
HR DEPARTMENT ACTIVITY fiscal 2011-
2012 Use This One for PRM Committee.doc Department Activities 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
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 Bully in —AB 1825
12-15-2011 Liebert Cassidy Whitmore Webinar—AB 646 — Fact finding for
employee negotiations impasse
1-18-2012 Wells Fargo Legislative update
1-25-2012 Orange County HR Group Quarterly Meeting, Irvine Ranch Water
District
2-01-2012 ACWA/JPIA Annual HR Group Meeting held at Rancno
Cucamonga Water District
02-02-2012 BESST presented a 4- District employees (9) and local agency
hour class with continuing employees (18) attended. The class
education credits involved groundwater production/well
performance diagnostics.
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 5
CURRENT RISK MANAGEMENT/TORT CLAIM ACTIVITY
DATE OF ISSUE/ NATURE OF RISK ACTION TAKEN
CLAIM RECD MGMNT RELATED
ISSUE/CLAIM
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. Claims to be
2) PCM on behalf of The presented to Personnel-Risk
Kellogg Terrace Management Committee for
Condominium Association recommendation that the
for damages claimed to Board reject and refer both
have resulted from a leak in claims to ACWA/JPIA.
Alamo Lane.
October 2011 Claim received by District Claim form received.
from Jay Betker on Release and waiver
12/13/2011 for alleged received. Check request to
overbilling, cost of plumbing pay out in the amount of
inspection and irrigation $$585.00 on 01/12/2012.
inspection.
November 14, 2011 Claim received by District Board rejected and referred
from Aaron Goodall for claim to ACWA/JPIA on
debris and dust issues 12/22/2011
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 sent.
Peshimam 12/22/2011 for Check request pay out in the
damage to his system by amount of $250.00 on
sand due to work done by 01/26/2012 or when release
YLWD in neighboring & waiver are received.
home.
December 2011 Claim for reimbursement of Claim form received.
plumbing costs by Juan Release and waiver sent.
Hernandez. Damage Check for $749.38 to pay out
caused by main break in on 2/9/2012 or when release
Granby Drive. and waiver are received.
December 2011 Claim filed by Chris Claim presented on Board
D'Am ico 12/28/2011 for Agenda for 1/26/2012 with
damages to his tire and recommendation to reject
auto body when a YLWD and refer to ACWA/JPIA.
water cover flipped up
under his car.
January 2012 Claim by Hobo Recreation Release and waiver signed
(Yorba Linda Bowl) for and returned. Claim paid out
charges for backf low & on 1/26/2012 in the amount
meter testing. of $110.00.
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
(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 Check AED's & Log HR
12-22-2011 Check AED's & Log HR
1-23-2012 Check AED's & Log HR
2-15-2012 OriC-,iuur tmpiuycc Assistance Program HR
(EAP) Workshop — Eating Right for Life
3-28-2012 Employee Assistance Program HR
Orientation Program —two one-hour
sessions
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)
01-11-2012 Met with Keenan & Associates regarding Human Resources
Employee Benefits Consulting &
Brokerage Services
ITEM NO. 3.6
AGENDA REPORT
Meeting Date: February 14, 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
Prepared By: Miguel Serna, Human
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 conducted an employee separation for a Maintenance Worker I position on
January 5, 2012. In addition, Human Resources staff conducted interviews for the Public Affairs
Intern position on February 1 , 2012 and February 2, 2012. Human Resources staff is currently
conducting a background examination on the top candidate.
ATTACHMENTS:
Description: Type:
Budgeted Positions 02-07-2012.xls Status of Recruitments and Budgeted Positions Backup Material
As of February 7, 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
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 11 Employee Resignation 01/05/2012.
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
24 Construction Inspector 1 1
Engineering Tech 11 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
As of February 7, 2012
FY 2011-2012 Budgeted Positions
Salary Start
Range Position Classification Budget Emp Status/Comments Date
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 73
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 interviews conducted 02/01/2012 and
02/02/2012. Conducting background check
on top applicant.
Governmental Affairs Intern 0.5 0
24 IGIS Technician 0.5 0.5
Total 1.5 0.5
ITEM NO. 3.7
AGENDA REPORT
Meeting Date: February 14, 2012
To: Personnel-Risk Management
Committee
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, HR/Risk Manager
Prepared By: Gina Knight, HR/Risk Manager
Subject: Status of Strategic Plan Initiatives
SUMMARY:
Over the last six months staff has presented a spreadsheet to the Personnel-Risk Management
Committee identifying the status of various Strategic Plan Initiatives assigned to the Human
Resources Department.
DISCUSSION:
Over the past six months, Human Resources staff members have distributed questionnaires for
several positions to determine the competencies, skills, education and/or certification required to
perform the essential functions of those positions. Also a survey was conducted internally for our
employees to identify their future career goals.
After the data was collected and analyzed it appeared that the District's current job descriptions did
not identify the actual essential functions of the job. During the analysis it was discovered that over
the years the duties actually changed due to job efficiencies and technology as well as additional
duties.
In order to develop a workforce and/or succession plan the actual job duties need to be determined
as well as what education, skills and/or certificates are needed. With the focus on the technology
component of the essential function of the job the District needs to identify what type of computer
skills are needed to perform those duties.
Staff would like to revise the District's job classifications to include the actual work that is being
performed and to incorporate the additional duties due to efficiencies and technology as well as
additional responsibilities.
Once the job descriptions are revised to include competencies, skills, education and/or certification
as well as additional responsibilities added to the job then staff can begin to develop the process for
identifying, acquiring, developing and retaining employees to meet the needs of the organization
and the following Strategic Plan Initiatives:
WE 1-C: Establish Career Development Expectations of Existing Employees.
WE 1-D: Develop Methodologies to Assist Employees in Attaining Career Expectations.
WE 1-E: Continue to Support Additional Training for Staff
WE 2-A: Identify Key Roles for Succession
WE 2-13: Define the Competencies and Motivational Profile Required for Key Roles.
WE 2-C: Identify Individuals with the Potential to Perform Highly in Key Roles.
WE 2-D: Develop Methodologies to Assist Employees in Preparing for Advancement.
Staff is planning to begin with the District's Operations department. Questionnaires will be given to
each employee of that department to determine what essential functions they perform and what
skills they believe are needed to perform the job. This information will then be collected and
reviewed with the employee's supervisor and department head to determine the accuracy of the
information being provided by the employee. After this process is completed then staff can revise
the existing job classifications to incorporate the data collected. These revised job classifications will
assist in hiring the right people with the right competencies to effectively achieve the District's
strategic goals and objectives.