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Home My WebLink About2014-02-11 - Personnel-Risk Management Committee Meeting Agenda Packet AGENDA YORBA LINDA WATER DISTRICT PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING Tuesday, February 11, 2014, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. ROLL CALL COMMITTEE Director Phil Hawkins, Chair Director Gary T. Melton STAFF Steve Conklin, Acting General Manager 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. 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. 4.1. Status of Safety Program (Verbal Report) 4.2. Status of Policies and Procedures (Verbal Report) 4.3. Status of Assessment of Job Descriptions and Titles (Verbal Report) 4.4. Status of Performance Evaluations (Verbal Report) 4.5. ACWA/JPIA Property Insurance Premium for April 2014-2015 (Verbal Report) 4.6. Human Resources, Risk Management, and Safety Activity 4.7. Future Agenda Items and Staff Tasks 5. ADJOURNMENT 5.1. The next Personnel-Risk Management Committee meeting is scheduled to be held Tuesday, March 11, 2014 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. 4.6 AGENDA REPORT Meeting Date: February 11, 2014 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, Human Resources Analyst Subject:Human Resources, Risk Management, and Safety Activity SUMMARY: The attached spreadsheet is updated on a monthly basis for presentation to the Committee. DISCUSSION: The updated Department Activity spreadsheet shows 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 in red have been revised or updated since the last report. After interviews were held on January 20, 2014, an offer was made to the top candidate for the Records Management Specialist position. The candidate is tentatively scheduled to start February 10, 2014. Initial interviews were held January 21, 2014 for the full-time regular Sr. Accountant position. An outside panel conducted the interviews. Second interviews were held for the four top candidates on 1/29/2014 with an internal panel conducting the interviews. A conditional offer of employment will be extended to the top candidate on completion of background checks. The recruitment for an Associate Engineer closed January 23, 2014. Seventy-nine applications are under review. The internal recruitment for a Customer Service Representative II closed on January 19, 2014. The successful applicant was appointed on January 20, 2014. An internal recruitment for a Maintenance Distribution Operator II opened on January 22, 2014 and closed on February 5, 2014. A policy and procedure review was held by HR/Risk Management and Safety staff on January 27, 2014. The policies and procedures that fall under the department's area were previously identified in a Management meeting. At the meeting on the 27th, the policies and procedures were separated into three categories: HR, Risk Management and Safety. Initially, the policies and procedures were cataloged and will subsequently be ranked in order of their priority. They will then be assigned to a staff member for completion of a final draft. At the Employee Safety Committee meeting held January 21, 2014, the safety slogan entry, Safety is Not An Accident!, was selected as the winner from the eleven entries. STRATEGIC PLAN: WE 1-G: Execute Timely and Consistent Employee Performance Evaluations 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-C: Encourage Employee Training in Leadership and Technology ATTACHMENTS: Name:Description:Type: HR_DEPARTMENT_ACTIVITY_fiscal_2013- 2014_PRM_Committee__01-28-2014.doc HR DEPT ACTIVITY Backup Material Budgeted_Positions_02-04-2014.xlsx Budgeted Positions Backup Material INDEX_OF_HR-RISK- SAFETY_POLICIES_AND_PROCEDURES.xlsx HR/SAFETY/RISK MGMT Policies and Procedures Backup Material 1 HR DEPARTMENT ACTIVITY FISCAL 2013-2014 POLICIES AND PROCEDURES ACTIVITY STATUS 7010 Human Resources Drug and Alcohol Policy On hold. Employee Performance Evaluation Procedure HR Manager and staff to reviewed Draft policy. To be submitted to Bargaining Unit. Employee Time-Off Request Policy Draft policy to be presented to Managers for review. Second revision submitted to Bargaining Unit on 1/30/2014. Recruitment Procedure Update to be performed by HR staff. (In process) New Hire Procedure Update to be performed by HR staff. (In process) Separation/Termination Procedure Update to be performed by HR staff. (In process) Student Intern Policy Rejected by former GM. HR Manager and staff will revise and present to Managers and Pers/Rsk Management Committee. Revised 02/04/2014 2 POLICIES AND PROCEDURES ACTIVITY STATUS 7020 Risk Management Employee’s Responsibility for Maintenance of District Vehicles Management reviewed Draft policy. Needs further development. Driver Record Review Policy None Policy has not been developed. Facilities Use Policy Rejected by former GM. Determined that there is a need for further material to be included in the policy to cover more situations. Risk Management Admin Policy HR Mgr reviewed Draft policy and commented. On Hold. 7030 Safety Development and Maintenance of Safety Procedures Management reviewed Draft policy On hold Confined Space Entry Policy/Procedures HR and Managers reviewed draft policy. Policy to be reviewed by K. Mendum, G. Knight, L. Isais Dump Truck Safety Procedure Draft reviewed by HR. Policy to be reviewed by K. Mendum, G. Knight, L. Isais Backhoe Safety Draft reviewed by HR Policy to be reviewed by K. Mendum, G. Knight, L. Isais Trenching/Excavation Safety Draft reviewed by HR Policy to be reviewed by K. Mendum, G. Knight, L. Isais Personal Protective Equipment Procedure Draft reviewed by HR Policy to be reviewed by K. Mendum, G. Knight, L. Isais 3 TRAINING – ON SITE/OFF SITE DATE VENDOR CLASS TITLE 7/18/2013 Attendance by HR and Accounting Staff at the CSMFO (California Society of Municipal Finance Officers) presentation on Affordable Care 5 District staff attended 8/15/2013 Pacific Safety Council: Confined Space Entry Instrumentation Technician attended 8/24/2013 OSHA Arc Flash Training Instrumentation Technician attended 9/18/2013 Public Sector Employment Law Update presented by Liebert Cassidy Whitmore 3 HR staff will attend 9/19/2013 PEPRA (Public Employees Pension Reform Act) update presented by Public Retirement Journal 2 HR staff will attend 10/2/2013 Global Harmonization System of Hazard Communication (GHS) webinar October 2, 2013. (OSHA mandated training to be completed by all District employees by 12/1/2013.) 11 District employees attended. 63 employees previously completed the training. 10/9/13- 11/6/13 (5 days) Pacific Safety Council: Certified Occupational Safety Specialist (COSS) 2 District employees attended 11/26/2013 Safety & Training Coordinator (OSHA GHS Trainer) to present GHS training for remaining employee and new employees who need to be trained by 12/1/2013. 3 District employees trained 01/06/2014 OSHA Standards for the Construction Industry four-day training class. 1 District employee attended 2/25 & 2/26/2014 ACWA/JPIA CalOSHA 10-hour Construction Safety training class 3 District employees will attend 4 RECRUITMENTS MONTH POSITION APPLICATIONS PROCESSED 07-22-2013 General Manager Pending. 07-22-2013 Accounting Assistant II (internal only) Internal candidate in acting capacity promoted August 6, 2013. 07-30-2013 Accounting Assistant I Successful candidate joined October 7, 2013. 07-30-2013 Water Production Superintendent Successful candidate started Nov. 18, 2013. 08/12/2013 Sr. Accountant, limited term Successful candidate joined September 30, 2013 09/04/2013 Acting GIS Administrator (to replace employee who resigned) Pt. Time GIS Technician placed in acting capacity 09/23/2013 Maintenance Worker I Filled September 30, 2013 by a candidate within 6 months of previous recruitment. 11/25/2013 Records Management Specialist Recruitment closed January 8, 2014. Interviews held. Offer made to candidate. Tentative start date February 10, 2014. 12/9/2013 Sr. Accountant Recruitment closed 01/09/2014. Initial interviews held. 2nd interviews for top 4 candidates held 1/29/2014. 01/06/2014 Associate Engineer Recruitment closed 01/23/2014. 79 applications in review. Tentative interviews 2nd week of February. 01/06/2014 Customer Service Representative II (Internal) Recruitment closed 01/19/2014. Qualified applicant commenced in the position 1/20/2014. 1/22/2014 Maintenance Distribution Operator II (internal) Recruitment closed 2/05/2014. 5 CURRENT RISK MANAGEMENT/TORT CLAIM ACTIVITY DATE OF ISSUE/ CLAIM REC’D NATURE OF RISK MANAGEMENT RELATED ISSUE/CLAIM ACTION TAKEN CLAIM HANDLED BY DISTRICT &SUBMITTED TO ACWA/JPIA July 31, 2013 Claim received for incident at Placentia-Linda Hospital (Tenet Healthcare Corporation for loss that occurred 4/10/2013. The item taken to the PRM committee on 8/13/2013. Board rejected and referred the claim to ACWA/ JPIA on 9/12/2013. Nov. 27, 2013 Potential claim received for damages caused by copper pipe leaking at residence on Fairmont Blvd. Potential claim to be referred to ACWA/JPIA after agenda reports to PRM Committee and Board of Directors Claim referred to ACWA/JPIA Dec. 11, 2013 Claim for $450 for plumbing bill. Line blocked. Toilets, bathtub & washer overflowed. Investigation by District staff under way. District denied claim. Jan 21, 2014 Main Line Break Meadowview Drive. Water damage to property. Claim form provided to homeowner’s representative. DISTRICT’S CLAIMS ON THE ACWA/JPIA LIABILITY INSURANCE PROGRAM DATE OF INCIDENT NATURE OF RISK MANAGEMENT RELATED ISSUE/CLAIM AMOUNTOF CLAIM CLAIM SUBMITTED TO ACWA/JPIA CURRENT WORKERS COMPENSATION ACTIVITY DATE OF INJURY NATURE OF W.C. CLAIM STATUS REPORTABLE INCIDENT 05-16-2013 Fractured ankle Closed Yes 11-13-2013 Dog bite Closed Yes 11-20-2013 Arc Flash incident Closed No 11-26-2013 Puncture to left ring finger Closed No 12/09/2013 Needle from sewer punctured employee’s hand. Open Yes 6 DISTRICT EMPLOYEE ACTIVITIES/FUNCTIONS MONTH ACTIVITY/FUNCTION DEPARTMENT March 4, 2014 All Hands Meeting and Mardi Gras International Potluck Admin & HR May 17, 2014 District Picnic – details to be announced HR August 2014 Hot Tap Demo & Horseshoe Competition OPS & HR Dec. 17, 2014 Holiday Luncheon Admin & HR DISTRICT SAFETY AND WELLNESS- ACTIVITIES/FUNCTIONS MONTH ACTIVITY/FUNCTION DEPARTMENT 01/06/2014 Check AED’s HR/Safety 01/21/2014 Safety Committee Meeting HR/Safety 1/21/2014 Safety Slogan Contest Winner to be selected Safety Committee 2/06/2014 Check AED’s HR/Safety 2/19/2014 Safety Committee Meeting Safety Committee HR ACTIVITIES/FUNCTIONS MONTH ACTIVITY/FUNCTION DEPARTMENT Feb 20/21, 2014 LCW 2014 Public Sector Employment Law Conference HR Staff will attend Mar 19, 2014 Budgeting workshop conducted by Shay Olivarria (2 hours – 7-9 a.m.) District wide April 30, 2014 Debt Handling & Planning for Retirement workshop conducted by Shay Olivarria (2 hours – 7-9 am) District wide As of February 4, 2014 Salary Start Range Position Classification Budget Emp Status/Comments Date 1-11(Temporary Help) 00 12 13 14 15Customer Service Representative I00 16Meter Reader I21One position on hold. Accounting Assistant I11 Customer Service Representative II23 Qualified candidate commenced 1/20/2014. One long-term employee scheduled to retire end of February 2014. Engineering Secretary10 Maintenance Worker I99 18Meter Reader II22 Customer Service Representative III 22 Records Management Specialist10Top candidate tentatively scheduled to join District on February 10, 2014. Operations Assistant11 Engineering Technician I 0 0 FY 2013-2014 Budgeted Positions 17 20 19 Engineering Technician I 0 0 Maintenance Distribution Operator II88 Underfilled with Maint Wkr I. Internal recruitment closed 02/05/2014. Water Quality Technician l00 Accounting Assistant II11 Facilities Maintenance11 Mechanic II11 Information Systems Technician I11 Water Quality Technician lI11 Maintenance Distribution Operator III 44 Meter Services Lead11 Mechanic III11 Human Resources Technician11 Plant Operator II33 Construction Inspector 11 Engineering Tech II22 Human Resources Analyst11 Instrumentation Technician11 GIS Administrator 11Filled on an acting basis 9-4-2013 by GIS Tech. Sr. Construction Inspector11 Sr. Fleet Mechanic11 Sr. Maintenance Distribution Operator44 Sr. Plant Operator 11 25 24 26 20 21 22 23 As of February 4, 2014 Salary Start Range Position Classification Budget Emp Status/Comments Date FY 2013-2014 Budgeted Positions 27Customer Service Supervisor 11 Associate Engineer 1 079 applications in process of review. 28Management Analyst11 Construction Project Supervisor11 Programmer Analyst11 Public Information Officer 11 Water Maintenance Superintendent 11 SCADA Administrator 11 Information Systems Administrator 11 Temporarily on Acting Assignment Safety and Training Coordinator 11 Sr. Accountant 1 0 Recruitment closed 01/09/2014. Interviews held 01/29/2014. Conditional job offer to be made on completion of background checks. 31Water Quality Engineer 11 Water Production Superintendent 11 32Executive Secretary 11 34Sr. Project Manager 11 Engineering Manager 1 1 Temporarily on Acting Assignment 30 37 Engineering Manager 1 1 Temporarily on Acting Assignment Finance Manager 11 Human Resources and Risk Manager 11 IT Manager 10 IS Administrator assigned to Acting IT Manager Operations Manager 11 38 39 40 General Manager 10 Temporarly filled through Acting Assignment by Engineering Manager. Total 7872 Salary Start Range Position Classification Budget Emp Status/Comments Date 1-11Public/Governmental Affairs Intern0.50 HR Clerk0.50.5 PT Records Management Clerk 0.5 0 GIS Technician0.50Acting GIS Administrator as of 9-4-2013 Total 2 0.5 24 FY 2012-2013 Budgeted Part-Time/Intern Positions 37 7010 - HUMAN RESOURCES POLICIES AND PROCEDURES 7010-001 - Family Care and Medical Leave Act 7010-002 - Emergency Leave 7010-003 - Personal Appearance of Employees 7010-004 - Recruitment 7010-005 - Harrassment/Discrimination/Retaliation Prevention 7010-006 - Education Reimbursement 7010-007 - Employee Time Off Request 7010-008 - New Hire 7010-009 - Separation/Termination of Employment 7010-010 - Employee Performance Evaluation 7010-011 - Student Internship 7010-012 - Employment Verification 7010-013 - Certification/ License Reimbursement 7010-014 - Safety Footwear Allowance 7020 - RISK MANAGEMENT POLICIES AND PROCEDURES 7020-001 - Risk Management Claims Handling 7020-002 - Driver Record Review 7020-003 - Facilities Use Permit 7020-004 - Employee's Responsibility for Maintenance of District Vehicles 7020-005 - Risk Management Administration 7020-006 - Use of District Vehicles 7020-007 - District Sponsored Recreation Activites 7020-008 - Department of Motor Vehicles Record Check 7020-009 - Trespassers on District Property 7020-010 - Use of Private Vehicles for District Use 7020-011 - Drug and Alcohol Free Workplace 7020-012 - Accident Investigation/Reporting Protocol 7020-013 - Contractor Safety Policy 7020-014 - Work Place Violence/Office Security 7020-015 - Reporting Work Injuries and Illnessess 7030 - SAFETY POLICIES AND PROCEDURES 7030-001 - Use of Traffic Cones and Vehicle Backing 7030-002 - Emergency/Fire Evacuation Plan 7030-003 - Department of Transportation 7030-004 - Development and Maintenance of Safety Procedures 7030-005 - Forklift Written Program 7030-006 - Respond to OSHA Protocol 7030-007 - Blood Borne Pathogen 7030-008 - Trenching, Shoring & Excavation 7030-009 - Hazard Communications/GHS Program 7030-010 - Electrical Safety Program 7030-011 - Lock Out/Tag Out (LOTO) 7030-012 - Safety Committee Program 7030-013 - Fall Protection 7030-014 - Hearing Conservation Program 7030-015 - Confined Space Program 7030-016 - Ergonomics Program 7030-017 - Personal Protective Equipment Program 7030-018 - Personal Protective Equipment Assessment per Position 7030-019 - Voluntary Respiratory Protection Program 7030-020 - Ladder Safety Program 7030-021 - Heat Illness Program 7030-022 - Material Handling Safety Program 7030-023 - Traffic Control and Flagging 7030-024 - Machines Equipment Guarding 7030-025 - Welding and Cutting