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HomeMy WebLinkAbout2013-05-08 - Personnel-Risk Management Committee Meeting Agenda PacketYorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PERSONNEL -RISK MANAGEMENT COMMITTEE MEETING Wednesday, May 8, 2013, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. ROLL CALL COMMITTEE STAFF Director Ric Collett, Chair Steve Conklin, Acting General Manager Director Michael J. Beverage Gina Knight, HR and Risk Manager 3. 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. 4. ACTION CALENDAR This portion of the agenda is for items where staff presentations and committee discussions are needed prior to formal committee action. 4.1. Approval for Full -Time Safety and Training Coordinator Position Recommendation. That the Committee recommend the Board of Directors approve a full -time Safety and Training Coordinator position. 4.2. Approval to Fill a Budgeted Meter Reader I Position Recommendation. That the Committee review and discuss the filling of the Meter Reader 1 position with staff and make a recommendation to the Board of Directors for the FY 2013114 Budget. 5. 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. 5.1. Future Agenda Items and Staff Tasks 6. ADJOURNMENT 6.1. The next Personnel -Risk Management Committee meeting is scheduled to be held Tuesday, May 14, 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. Meeting Date: To: From: Presented By: Prepared By: Subject: SUMMARY: AGENDA REPORT May 8, 2013 Personnel -Risk Management Committee Steve Conklin, Acting General Manager Gina Knight, HR /Risk Manager Dept: Gina Knight, HR /Risk Manager ITEM NO. 4.1 Human Resources /Risk Management Approval for Full -Time Safety and Training Coordinator Position The purpose of this report is to request that the Personnel -Risk Management Committee consider approving and recommending to the Board of Directors at the May 23 Board meeting a new full -time Safety and Training Coordinator position for FY 2013/14. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors approve a full -time Safety and Training Coordinator position. DISCUSSION: Since early 2006, the District's Human Resources Manager has participated with ACWA- JPIA's Sr. Risk Management Consultant, Peter Kuchinsky in conducting Risk Assessments at various District facilities. As a result of the risk assessments and the continuing and evolving safety and regulatory requirements of the water industry, ACWA -JPIA has recommended that the District consider budgeting for a full -time Safety Compliance position. Although the District currently manages and reacts to keep existing programs up to date, a dedicated Safety position would allow the District to work pro - actively and develop a uniform safety culture throughout the District. At present, the District has a professional services agreement with the Aspen Risk Management Group for safety consultant services. The Safety Consultant works two days per month. The time is spent developing policies /procedures and assessing our confined spaces. To date the following tasks have been accomplished by Aspen: Advised the District to conduct an Arc Flash Assessment, conducted Confined Space Training, revised the District's Confined Space written program and the Heat Illness Program. Future tasks will include the following: Lockout /Tagout policy, Injury and Illness Prevention Program and Heat Illness awareness training. The District's culture requires an in -house person who will be perceived as a team player not an outsider. This individual will have the responsibility and authority to make safety culture changes and enforce safety policies. The role of the Safety and Training Coordinator will be to break through any existing barriers to create an outstanding safety culture. No outside consultant will take on the liability nor be perceived by District staff as accepting the overall responsibility of safety that an on- staff person would have. A consultant can only advise the District on what tasks should be completed /conducted to provide a safer work environment and to be in compliance with state and federal rules and regulations. The following is a list of what is expected from a full -time safety position: Build positive relationships with employees towards safety, implement programs and policies proactively versus reactively, provide in -house training /re- training for specific safety needs, continuously update and manage programs, conduct audits to assure compliance, perform incident investigations to determine cause and corrective actions, perform facility inspections, monitor subcontractor performance, develop training courses, conduct toolbox meetings, work with WEROC on emergency response, coordinate District emergency preparedness, conduct hands on drills, coordinate with other agencies, develop mutual aid, act as safety officer as part of the Incident Command System. Attached is a copy of the proposed Safety and Training Coordinator job description. ATTACHMENTS: Name: Description: Type: Safety and Trainiq Coordinator 5- 2013 - final.doc Safety and Training Coordinator Position Backup Material YORBA LINDA WATER DISTRICT SAFETY AND TRAINING COORDINATOR (At -Will Exempt) DEFINITION Revised: May 2013 Under direction of the Human Resources Manager, performs a variety of professional level duties involved in the development, implementation and coordination safety and training programs, safety /environment management and emergency management programs, coordinates loss prevention duties including identifying, evaluating, controlling, and minimizing potential hazards and injuries to District employees and property; administer and coordinate the District's Injury and Illness Prevention Program, Hazardous Substance Management and Emergency Response Programs. CLASS CHARACTERISTICS This class is distinguished from other classes in the Human Resources job family by the incumbent's specialization in occupational health and safety and related risk management functions. This position is responsible for District Safety Programs in compliance with federal and state laws and regulations and in a manner consistent with current environmental, safety and health regulations and best practices. The incumbent in this classification is expected to manage, coordinate, supervise and develop major and complex safety and environmental programs on a District wide basis; coordinate the overall safety programs for various departments with diverse operations. EXAMPLES OF DUTIES The duties listed below are illustrative only and are not meant to be a complete and exhaustive listing of all of the duties and responsibilities of this classification. • Researches, develops and implements safety programs in areas such as accident investigation and prevention, motor vehicle safety, confined space, hearing conservation, emergency action plans hazard communications, ergonomics, environmental recycling and control of various Occupational Safety and Health Administration (OSHA) and Department of Environmental Quality (DEQ) mandated programs. • Develops policies, writes procedures and disseminates information. Departmental level safety programs are coordinated with the input from the Human Resources Manager and General Manager. Safety and Training Coordinator Page 2 • Develops resources and presents a variety of safety /environmental training programs. Makes arrangements for outside instructors as needed or media and maintains a multi -media safety, training and environmental compliance library. • Evaluates employee accident and injury reports, recommends remedial action and follows up to ensure action is taken; responds to employee and manager questions regarding safe work practices and environmental hazards. • Collects and maintains appropriate accident and injury statistics, regulatory documentation, records and other data desirable by District management. Maintains training attendance records. Develops and presents reports as needed. • Performs facility, work site and equipment inspections; required accident or incident investigations; awareness campaigns; work site interviews and regulatory discussions; data analysis to identify trends; performs research and designs specific training or other corrective action plans. • Works with supervisors and managers on safety issues and employee request for assistance on a variety of safety and risk/accident prevention concerns. Independently conducts difficult inspections or audits and reviews all final reports or corrective actions before implementation. • Designs and coordinates newsletters, safety communications and periodic special events, activities and awareness campaigns. Administers, coordinates and conducts safety and health committee meetings. • Manages the District's Federal Highway Administration (FHWA) Drug and Alcohol Testing compliance program; coordinate with DMV Pull Notice program and administers the DL -170 Commercial Driver's Licensing Program and instruct staff on defensive driving procedures. • Prepares and implements budget for safety related equipment issues; advises on the development of specifications for the purchase of safety and safety - related equipment. • Plans, develops and coordinates responses to multi- hazard emergency or disaster conditions involving earthquakes, hazardous materials, flooding, reservoir and high pressure pipeline failures. • Coordinates with other agencies to develop mutual aid and emergency response procedures. • Researches, analyzes and develops District emergency response procedures and hands on drills. Safety and Training Coordinator Page 3 • Serves as liaison with government regulators conducting audits of District facilities. QUALIFICATIONS The level and scope of the knowledge and skills listed below are related to experience, proficiency and complexity of work activities as specified under Class Characteristics. Knowledge Of: • Principles, policies, practices and methods for developing and administering an employee health and safety program. • Federal and State safety regulations such as OSHA and related requirements. • Adult learning training methods and ability to develop and present effective employee training programs and materials. • Statistical and trend analysis. • Computer applications, such as MS word, EXCEL, and related software pertaining to safety training and environmental compliance. • Methods and practices for conducting accident and work place safety audits and investigations. Abilities: • Ability to analyze, evaluate, organize and draw conclusions from statistical data. • Assess and evaluate most workplace situations and hazards and recommend appropriate corrective measures or strategies. • Conduct effective employee training programs. • Uses a personal computer and standard word processing and spreadsheet related software (i.e. Word, Excel, Access, PowerPoint, and /or related packages). • Communicate effectively, verbally and in writing; prepares clear and concise investigative reports and other materials. • Establishes and maintains effective working relationships with those contacted in the course of work. Safety and Training Coordinator Page 4 • Respond to emergency and problem circumstances in a calm, organized, effective manner, dealing as necessary with conflict, to arrive at an effective course of action. • Ensure compliance with appropriate safety practices and regulations. Essential Functions of Job • Must be able to communicate effectively, both verbally and in writing. • Regularly uses a telephone for communication. • Uses office equipment such as computer terminals, copiers, and fax machines. • Sits for extended time periods up to 8 hours per day as needed. • Regularly required to stoop, stand, bend, sit and walk and go up and down stairs. • Ability to occasionally lift 15 -40 pounds when conducting field investigations and safety audits. Desirable Qualifications: A combination of formal education and field safety responsibilities is preferred such as: Education: Equivalent to graduation from a two year college with major coursework in Occupational Safety, Industrial Hygiene, Environmental Science or a closely related field. An advanced degree is desirable. Experience: At least five (5) years of progressively responsible experience in developing or administering employee health and safety programs for similar organizations or government entities. Other Requirements: Driver's License: Possession of a valid California Class C driver's license is desired at the time of appointment. Failure to obtain or maintain such required license(s) may be cause for disciplinary action. Individuals who do not meet this requirement due to a physical disability will be considered for accommodation on a case -by -case basis. Possession and proof of a good driving record as evidenced by freedom from multiple or serious traffic violations or accidents for at least two (2) years duration. Certification: The following certificates are desired but not required: Safety and Training Coordinator Page 5 • Certification by the Department of Labor as an outreach trainer on Fed OSHA standards for construction and general industries. • Certified Safety Professional (CSP) or Certified Industrial Hygienist (CIH) and /or Certification Occupational Health and Safety Technician (OHST)_ • Hazwoper Emergency Response Certificate • COSS — Certified Occupational Safety Specialist • Competent Person Certificate — Trenching /Shoring Approved by the following: Department Manager Date Human Resources Manager Date Meeting Date: To: From: Presented By: Prepared By: Subject: SUMMARY: AGENDA REPORT May 8, 2013 Personnel -Risk Management Committee Steve Conklin, Acting General Manager Stephen Parker, Finance Manager Stephen Parker, Finance Manager Dept: Approval to Fill a Budgeted Meter Reader I Position ITEM NO. 4.1 Finance The Meter Reading Section has been operating with a budgeted but unfilled Meter Reader I position for the last fiscal year. Discussions on the needs for and benefits of filling the position occurred in late 2012 in both the PRM and the PEO committees. Following approval by these committees, the position was advertised. However, in April 2013, filling the position was put on hold, pending decisions for the FY 13/14 Budget. The attached memo summarizes the background, the need for and recommendations for filling the position. STAFF RECOMMENDATION: That the Committee review and discuss the filling of the Meter Reader I position with staff and make a recommendation to the Board of Directors for the FY 2013/14 Budget. ATTACHMENTS: Description: Type: Memo - Meter Reader I.docx Memo Backup Material Yorba Linda Water District Memo To: Steve Conklin Date: May 8, 2013 From: Stephen Parker Subject: Filling the Meter Reader I Vacancy ❑ urgent OX For Review ❑ Please Comment ❑ Please Reply Comments: In 2005, a 5t" employee (Meter Tech) was added to the Meter Reading section in conjunction with the transition to radio -read meters. In 2007, the Meter Tech moved to Operations, but was replaced with a Meter Reader I to maintain staffing in the Meter Reading section at 5 employees. Since that time, many additional items have been assigned to the Meter Reading section. These include: • In 2008, the account maintenance for the utility billing system was moved from Customer Service to the Meter Services Representative. This includes creating accounts, installing meters, creating service orders and replacing meters in D3, and since 2010, in Cogsdale. (0.2 FTE) • In April /May 2009, all meters in the District began being read monthly as opposed to bi- monthly (this was only able to be accomplished because almost 8,000 radio read meters were installed in the previous 4 years). • In 2009, all exceptions noted by the meter reading software resulted in a staff member going out to the field to double -check route notes. (0.25 FTE) • In 2009, a review of high or low exceptions for each week's meter reading moved from Customer Service to Meter Reading. (0.1 FTE) In addition to increased responsibilities, as a result of the District having no intentional replacement of meters in the eastern service area, meter maintenance has increased dramatically. Despite information prior to 2010 not being readily available, the numbers since 2010 have continued to show the extra work that has been required: • Meters stuck and replaced have increased from 161 in FY 10/11 to 391 YTD (on pace for 479). • Registers replaced from 94 in FY 10/11 to 160 YTD (on pace for 202). • Chambers replaced 27 in FY 10/11 to 32 YTD (on pace for 40). As a result of the additional work required of the meter reading section, and being short one budgeted employee during the entire fiscal year, overtime was authorized in June 2012 to allow the work expected of the section to continue. Meter Reading staff have charged 472 hours of overtime YTD (on pace for -600 hours). With that overtime incurred ($17,000 in costs YTD, on pace for $20,000), the meter shop is close to being current on replacing stuck meters. While that cost is only the pay equivalent to 3/8 of a full -time benefitted employee, the large number of overtime hours is a drain on the group, which has lowered morale and provided less flexibility for them. In addition, there are no remaining overtime hours available to dedicate to meter testing. From time to time, special projects will come up where the Meter Reading section is looked to help out in their completion. A couple of those are in process right now, but there are no available hours to devote to those projects. Since the projects need to be worked on, this results in a delay of meter maintenance. In November 2012 a memo that included some of the above information was provided to the Personnel -Risk Management Committee. The memo recommended moving forward with the hiring of the budgeted Meter Reader I position. The Committee supported staff's recommendation. In December 2012, the Planning- Engineering- Operations Committee supported moving forward with acquiring a meter test bench from the City of Virginia Beach, Virginia for only the cost of shipping and installation. The Committee made this decision with the understanding that a Meter Reader I was in the process of being hired that would allow the Meter Reading section to be able to use the test bench. In the CIP budget reviewed by the Planning- Engineering- Operations Committee and vetted through the entire Board at the Budget Workshop in April 2013, $50,000 was set aside for an intentional testing of meters on the east side of the District. This testing will help estimate the water loss occurring from old meters, and help dictate the timeline the District should take to replace original meters in East Yorba Linda. The Meter Reader I position was opened on January 7th and closed on January 21, 2013. On January 30th, the applicants invited to take a test were finalized. The testing took place on March 7th, and the candidates that were invited to be interviewed were determined on March 18th. Interviews were originally scheduled for March 27th (and the candidates notified), but were postponed until April 10th. At some point in between those dates, the hiring process for the Meter Reader I was put on hold due to concerns from the Personnel -Risk Management Committee. Recommendations Based on the above information, I recommend the District fill the budgeted Meter Reader I position. This will allow: - meter maintenance to be made current, which will ensure the District does not lose revenue due to stuck meters not replaced timely, which requires estimation. - the Meter Reading section to begin the intentional testing of meters on the east side of the District, which will provide valuable information to the District for decisions to be made in the future. - overtime asked of the Meter Reading section to be virtually eliminated, which will reduce the burden that has been placed on that section this fiscal year.