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HomeMy WebLinkAbout2012-11-28 - Personnel-Risk Management Committee Meeting Agenda Packet Yorba Linda Hater District AGENDA YORBA LINDA WATER DISTRICT PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING Wednesday, November 28, 2012, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Michael J. Beverage, Chair Steve Conklin, Acting General Manager Director Ric Collett Gina Knight, Human Resources and Risk Mgr 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. Filling the Meter Reader I Vacancy 2.2. Status of Performance Evaluations (Verbal Report) 2.3. On-Line Performance Evaluations (Verbal Report) 2.4. Managers Job Description Comparison (Verbal Report) 2.5. At-Will Employment (Verbal Report) 2.6. Future General Manager's Salary (Verbal Report) 2.7. Future Agenda Items and Staff Tasks 3. ADJOURNMENT 3.1. The next Personnel-Risk Management Committee meeting will be held Monday, December 10, 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: November 28, 2012 Budgeted: Yes To: Personnel-Risk Management Committee From: Steve Conklin, Acting General Manager Presented By: Stephen Parker, Finance Dept: Finance Manager Prepared By: Stephen Parker, Finance Manager Subject: Filling the Meter Reader I Vacancy DISCUSSION: Mrs. Knight had a preliminary discussion with the Personnel-Risk Management Committee regarding filling the Meter Reader I vacancy on October 9, 2012. The Committee requested that additional information be gathered and that this item be brought back to them at a future meeting for review and consideration. Information has been gathered to present at this time and is documented in the attached memo. STRATEGIC PLAN: OE 2-C: Engage Employees in Methods of Addressing Inefficiencies ATTACHMENTS: .a Description: Type: Memo - Meter Reader I Vacancy.docx Filling the Meter Reader Reader I Vacancy Backup Material ElYorba Linda Water District Memo To: Steve Conklin Date: November 20, 2012 From: Stephen Parker Subject: Filling the Meter Reader I Vacancy ❑ urgent OX For Review F-] Please Comment ❑ Please Reply Comments: In May 2011 a vacancy in the Meter Reading section occurred and staff attempted to work without filling the Meter Reader I position to determine if technological efficiencies were advanced enough to allow the reduction of one of the five positions in the section. Since that point, meter maintenance has fallen far behind. In October 2011, the Meter Reading Section began outsourcing a number of stuck meters, retrofits and other meter maintenance to the Operations Department. The former Customer Service Supervisor indicated repeatedly throughout a 9-month period that the position was unnecessary and there were opportunity for efficiencies. While after a few months into the trial, the Finance Manager did not agree, the Customer Service Supervisor's viewpoint influenced the former GM to some degree, and accordingly, he continued to leave the position vacant. After more than 9 months as the supervisor of that section, the Customer Service Supervisor was not able to identify efficiencies that would make up for the lack of filling the Meter Reader I position. As the former GM was not convinced that the position was unnecessary, the Meter Reader I position was left in the budget for the FY 12/13 budget year. Prior to his departure, the former GM saw that work was well behind in the Meter Reading section, and gave the Finance Manager authorization to allow any amount of overtime in the section to attempt to make up the difference. Despite over 185 hours of overtime in the Meter Reading section since the beginning of the current fiscal year, there continues to be a backlog of meter maintenance. A recent review of the outsourced meter maintenance jobs revealed that an average of 3.5 hours has been expended on each. As compared to the above determination, a review of an employee in the Meter Reading section who completed 64 meter replacements during 62 hours of overtime in the most recent 7 weeks reveals an average of less than 1.0 hours per job. Best practices call for testing meters regularly to determine if they are within AWWA acceptable ranges. The District currently does not test more than 4 meters per quarter, which is not sufficient to have a representative sample of the District. In a recent survey of local agencies, staff was provided with 3 responses of how many meters are tested. Irvine Ranch Water District, Moulton Niguel Water District and Golden State Water Company all indicated that they tested 10% of their meters. Recommendations Based on the above information, I recommend the District fill the budgeted Meter Reader I position. This will allow: 1) All meter maintenance that has been temporarily shifted to the Operations Department will be taken back by the section primarily responsible for the task (with less time and less expensive employees conducting the work, which will result in a lower cost to the District). 2) The Meter Reading section to begin the best practice of testing meters regularly, which will provide valuable information to the District for decisions made in the future. 3) Operations employees, who currently fill gaps in their schedule with meter maintenance services, will be freed up to attend to their regularly scheduled work.