HomeMy WebLinkAbout2013-02-05 - Personnel-Risk Management Committee Meeting Agenda Packet Yorba Linda
Hater District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING
Tuesday, February 5, 2013, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE STAFF
Director Ric Collett, Chair Steve Conklin, Acting General Manager
Director Michael J. Beverage Gina Knight, HR and Risk Manager
1. PUBLIC COMMENTS
Any individual wishing to address the committee is requested to identify themselves and state the matter on
which they wish to comment. If the matter is on this agenda, the committee Chair will recognize the individual for
their comment when the item is considered. No action will be taken on matters not listed on this agenda.
Comments are limited to matters of public interest and matters within the jurisdiction of the Water District.
Comments are limited to five minutes.
2. DISCUSSION ITEMS
This portion of the agenda is for matters such as technical presentations, drafts of proposed policies, or similar
items for which staff is seeking the advice and counsel of the Committee members. This portion of the agenda
may also include items for information only.
2.1. Status of Compensation Study for the Position of General Manager (Verbal Report)
2.2. Revised Employee Compensation Letters (Verbal Report)
2.3. Status of Performance Evaluations (Verbal Report)
2.4. Human Resources, Risk Management, and Safety Activity
2.5. Future Agenda Items and Staff Tasks
3. ADJOURNMENT
3.1. The next Personnel-Risk Management Committee meeting will be held Tuesday,
February 26, 2013 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. 2.4
AGENDA REPORT
Meeting Date: February 5, 2013
To: Personnel-Risk Management
Committee
From: Steve Conklin, Acting General
Manager
Presented By: Gina Knight, HR/Risk Manager Dept: Human
Resources/Risk
Management
Prepared By: Amelia Cloonan, Personnel
Technician
Subject: Human Resources, Risk Management, and Safety Activity
SUMMARY:
The attached spreadsheets are updated on a monthly basis and presented to the Committee for
discussion.
DISCUSSION:
The attached Department Activity 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. Also attached is the FY 2012-2013 Budgeted Positions
spreadsheet. Updates/changes are highlighted in red.
Testing of applicants for the vacant Human Resources Technician position took place on January
16, 2013. Of the seventeen candidates invited to test only nine candidates participated in the
testing. Four candidates have been invited to interview on February 5, 2013.
Testing of applicants for two vacant positions for Maintenance Worker I took place on January 15,
2013. Of the forty-six candidates invited to test, thirty candidates participated in the testing. The
seventeen candidates with the highest scores will be interviewed on February 11 and 12, 2013.
Recruitments opened on January 7, 2013 for one Part-time Temporary Records Management Clerk
and one Meter Reader I. Both recruitments were posted on NeoGov and advertised on BC Water
Jobs online with the recruitments closing on January 21, 2013. The Part-time Temporary Records
Management Clerk position garnered 77 applicants, and the Meter Reader I position garnered 487.
The Recruitment for the Operations Manager position opened on January 29, 2013. The position is
posted on NeoGov and advertised in Jobs Available. Four-page color fliers were printed and have
been sent to JPIA water agencies throughout the state of California. The recruitment closes March
4, 2013.
A mandatory All Hands Meeting was held at the District on January 23, 2013. The meeting was well
received.
WE 1-E: Continue to Support Additional Training (Testing) for Staff
WE 2-D: Develop Methodologies to Assist Employees in Preparing for Advancement, WE 3-13:
Conduct Bi-Yearly All-Hands Meetings, WE 3-C: Encourage Employee Training in Leadership and
Technology
ATTACHMENTS:
Name: Description: Type:
HR DEPARTMENT ACTIVITY fiscal 2012-
2013 PRM Committee 02052013.doc HR Department Activity Backup Material
Budgeted Positions 1-30-2013.xls Budgeted Positions Backup Material
HR DEPARTMENT ACTIVITY
FISCAL 2012-2013
POLICIES AND PROCEDURES ACTIVITY STATUS
Development and Maintenance of Management On hold
Safety Procedures reviewed Draft
policy
Driver Record Review Policy None Policy has not been
developed.
Drug and Alcohol Policy LCW Law firm On hold while the District
revising District's staff negotiated a new
policy MOU for FY 2012-2015.
Educational Reimbursement Policy Draft Policy Policy 7010-12-01 in the
(Rev.1) presented to process of revision will be
Employees Assoc. posted to the District's
Board on 8/1/2012. intranet.
Employee Performance Evaluation HR Manager to
Procedure review Draft policy
in October 2012.
Employee's Responsibility for Management On Hold.
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 will be Policy revised by HR
presented to the Manager to include sick
Employees leave use during original
Association Board probationary period. LCW
by 11/15/2012. to review language.
Facilities Use Policy HR/Risk Manager to Present Draft to Pers/Risk
revise policy. Management Committee
in October 2012.
Heat Illness Prevention Program Safety Consultant Operations reviewed
revised in April policy. HR Manager to
2012. finalize by end of October
2012. (Still in process)
Updated January 30, 2012
1
POLICIES AND PROCEDURES CONTINUED
POLICIES AND PROCEDURES ACTIVITY STATUS
Risk Management Admin Policy HR Mgr to review On Hold.
Draft policy and
comment
Safety Footwear Allowance Draft policy Policy 7030-12-01 posted
presented to to intranet.
Employees Assoc.
Board on 8/1/2012.
Recruitment Procedure Due to Update to be completed by
implementation of the end of October 2012.
NEOGOV
recruitment
software, the
procedure will
undergo updating by
HR staff.
New Hire Procedure Update to be Update to be completed by
performed by HR the end of October 2012.
staff.
Separation/Termination Procedure Update to be Update to be completed by
In process performed by HR the end of October 2012.
staff.
Student Intern Policy HR Manager to Present Draft to Pers/Risk
review policy for Management Committee in
current applicability. November 2012.
Confined Space Entry HR and Managers Continuing in process.
Policy/Procedures reviewing draft Coordinating efforts with
policy presented. Aspen Risk Management
Group.
2
TRAINING - ON SITE/OFF SITE
DATE VENDOR CLASS TITLE
8-7 and 8-8 — ACWA/JPIA Training Conference, Irvine, Nine Operations staff and
2012 CA one engineering staff
attended at least one day
of training.
8-15-2012 Master COBRA seminar One HR staff attended full-
day workshop
8-21-2012 CalPERS Disability Retirement and Two HR staff attended half
Reinstatement Process workshop day workshop
9-19-2012 Managing the Marginal Employee Three District staff
attended attend this half-
day LCW workshop
9-19-2012 Public Sector Employment Law Update Three District staff
attended this half-day
LCW workshop
10-18-2012 Front Line Defense Four District staff attended
this half-day LCW
workshop.
10-31-2012 ACWA/JPIA's HR Group Meeting Attended by two District
HR staff
11-07-2012 Orange County Human Resources Attended by two District
Consortium Annual Planning Meeting HR staff
01-14-2013 LCW presented Managing the Marginal Board, Managers, District
Employee supervisory staff
01-29-2013 LCW presented Managing Performance Board, Managers, District
Through Evaluations supervisory staff
3
RECRUITMENTS
MONTH POSITION APPLICATIONS
PROCESSED
July 20, 2012 Accounting Assistant II Selected finalist
accepted offer &joined
the District on 11-29-
2012.
9-11-2012 Water Quality Technician II District Water Quality
Internal Recruitment Technician I promoted
One position to be filled on 10/8/2012.
9-11-2012 Maintenance Distribution Operator 11 Two District Maintenance
Internal Recruitment Worker I's promoted on
Two positions to be filled 10/8/2012.
10/30/2012 Maintenance Distribution Operator III One internal candidate
promoted on 12-05-2012
10-29-2012 Human Resources Technician Interviews for 4
candidates will take
place 02-05-2013.
10/31/2012 Maintenance Worker 1 (2 positions) Interviews for 17
candidates will take
place 02-11 and 02-12-
2013.
12/18/2012 Maintenance Distribution Operator II Position vacated through
promotion filled by a
candidate on the
eligibility list from the
prior recruitment.
01-08-2013 Part-Time Temporary Records 77 applications received.
Management Clerk Review in process
01-08-2013 Meter Reader 1 487 applications
received. Review in
process
01-22-2013 Operations Manager The recruitment opened
1/29/2013 and closes 3-
4-2013
02-25-2013
4
CURRENT RISK MANAGEMENT/TORT CLAIM ACTIVITY
DATE OF NATURE OF RISK ACTION TAKEN CLAIM HANDLED BY
ISSUE/ CLAIM MANAGEMENT DISTRICT
REC'D RELATED ISSUE/CLAIM &SUBMITTED TO
ACWA/JPIA
October 2011 Letters received from: 1) Under investigation by Both claims were
Melanie Schlotterbeck and Risk Manager. Claims rejected and referred to
2) PCM on behalf of The presented to Pers-Risk ACWA/JPIA by the
Kellogg Terrace Mgmt Committee for Board of Directors on
Condominium Association recommendation that February 23, 2012.
for damages claimed to the Board reject and ACWA/JPIA was
have resulted from a leak refer both claims to waiting for a response.
in Alamo Lane. ACWA/JPIA. The six-month clock for
filing a state court
action on these claims
ran out on August 23,
2012.
November 14, Claim received by District Board rejected and The six-month clock for
2011 from Aaron Goodall for referred claim to filing a state court
debris and dust issues ACWA/JPIA on action on these claims
12/22/2011 ran out on June 22,
2012.
March 2012 Claim filed on behalf of Claim rejected and ACWA/JPIA returned
MAMCO referred to ACWA/JPIA the claim — not covered
on May 24, 2012. under policy— Former
GM to give the MAMCO
claim to District's
council for handling.
MAMCO filed a suit in
OC Superior Court on
8/31/2012.
April 2012 Claim filed by Thomas & Claim rejected and
Debra Barker, 4/16/2012, referred to ACWA/JPIA
$478.68, for repairs to on May 24, 2012.
water heater they claim
was damaged when
service was shut off and
restored to service on San
Antonio Road 4/9/2012.
5
DISTRICT'S CLAIMS ON THE ACWA/JPIA LIABILITY INSURANCE
PROGRAM
DATE OF NATURE OF RISK CLAIM SUBMITTED TO
INCIDENT MANAGEMENT RELATED AMOUNTOF ACWA/JPIA
ISSUE/CLAIM CLAIM
3-12-2012 Village Center Drive - TBD Claim referred to
District's dump truck with ACWA/JPIA
backhoe on trailer
CURRENT WORKERS COMPENSATION ACTIVITY
DATE OF NATURE OF W.C. CLAIM STATUS REPORTABLE INCIDENT
INJURY
7-12-2012 Bee Sting Closed First Aid Only
7-24-2012 Cut Inside upper left arm Closed Yes
7-25-2012 Carpal Tunnel left wrist Closed Yes
8-14-2012 Knee strain Closed First Aid Only
8-23-2012 Skin rash Closed First Aid Only
8-27-2012 Debris in eye Closed First Aid Only
10-15-2012 Hip pain Closed Yes
10-22-2012 Wrist/arm pain Closed Yes
01-09-1013 Thumb pain Open Yes
DISTRICT EMPLOYEE ACTIVITIES/FUNCTIONS
MONTH ACTIVITY/FUNCTION DEPARTMENT
11-14-2012 The Advantage Group (TAG) Human Resources Department
presents a barbecue for all
employees to kick off their open
enrollment for the flex benefit plan
and supplemental insurance policies.
12-07-2012 Employee Recognition Dinner at the Human Resources Department
Yorba Linda Country Club
6
DISTRICT SAFETY AND WELLNESS- ACTIVITIES/FUNCTIONS
MONTH ACTIVITY/FUNCTION DEPARTMENT
8-14-2012 First Aid/CPR/AED refresher training HR/SAFETY
(two classes) were conducted at the
District. 37 employees were trained.
9-5-2012 Confined Space Entry Training thru Aspen HR/SAFETY
Risk Management Group. 42 employees
trained
9-11-2012 First Aid/CPR/AED initial training class HR/SAFETY
conducted at the District. 23 employees
were trained.
11-05-2012 Check AED's and log HR/SAFETY
11-29-2012 Check AED's and log HR/SAFETY
12-26-2012 Check AED's and log HR/SAFETY
1-30-2013 Check AED's and log HR/SAFETY
HR ACTIVITIES/FUNCTIONS
MONTH ACTIVITY/FUNCTION DEPARTMENT
7-31-2012 With HR staff involvement, a complicated HR
employee issue was resolved in less than
a month (as opposed to the original six
month estimate)
October 24, Health Benefits Fair was held at the HR
2012 District. Flu shots were available.
November 7, 5:30 — 7:30 p.m. HR
2012 Lincoln Financial presenting Social
Security and Retirement Planning
November The Advantage Group was at the District HR
14-15, 2012 for open enrollment for the Section 125
Cafeteria Plan (pre-tax medical and
child/elder care deductions) and
supplemental insurances
7
As of January 30, 2013
FY 2012-2013 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 Recruitment closed 01/29/2013.
Applications in review process.
17 Accounting Assistant 1 1 1
Customer Service Representative 11 1 1
Engineering Secretary 1 1
Maintenance Worker 1 9 Recruitment opened 10-31-2012 & closed
11-14-2012. Testing completed. Interviews
scheduled 2/11 &2/12/2013.
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 8 One Maintenance Worker I promoted on 12-
16-2012.
Water Quality Technician 1 0 0
21 Accounting Assistant 11 1 1 Part-time temporary, limited-term employee
(208 hours). Carlos Moya hired on 11-19-
2012.
Facilities Maintenance 1 1
Mechanic 11 1 1
22 Information Systems Technician 1 1 1
Water Quality Technician 11 1 1
23 Maintenance Distribution Operator 111 4 4 Eddie Gutierrez promoted on 12-5-2012
Meter Services Lead 1 1
Mechanic 111 1 1
Human Resources Technician 1 0 Temporary Part-time clerk assisting HR. HR
Technician Testing completed. Interviews
scheduled for 2/05/2013.
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 January 30, 2013
FY 2012-2013 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 Temporarily on Acting Assignment
31 Chief Plant Operator 1 1
32
33
34 Sr. Project Manager 1 1
35
36
37 Engineering Manager 1 1 Temporarily on Acting Assignment
Finance Manager 1 1
Human Resources and Risk Manager 1 1
IT Manager IS Administrator assigned to Acting IT
1 0 Manager
Operations Manager Opened 1/29/2013. Closes 03/04/2013.
1 1
38
39
40
General Manager 1 0 Acting General Manager 8/9/2012
Total 76 70
FY 2012-2013 Budgeted Part-Time/Intern Positions
Salary Start
Range Position Classification Budget Emp Status/Comments Date
1-11 Public/Governmental Affairs Intern 0.5 0.5
Pt-Time Records Management Clerk Recruitment closed 1/21/2013. In review
0.5 0 process.
24 GIS Technician 1 0.5 0.5
Total 1.6 1