HomeMy WebLinkAbout2014-04-01 - Personnel-Risk Management Committee Meeting Agenda PacketYorba Linda
'"Water District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL -RISK MANAGEMENT COMMITTEE MEETING
Tuesday, April 1, 2014, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2. ROLL CALL
COMMITTEE STAFF
Director Phil Hawkins, Chair Steve Conklin, Acting General Manager
Director Gary T. Melton 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. Reclassification of the Public Affairs Intern Position to a Part Time Public Affairs
Specialist
Recommendation: That the Committee review and discuss the Reclassification of
the Public Affairs Intern Position to a Part Time Public Affairs Specialist and make a
recommendation to the Board of Directors for the FY 2014115 Budget.
4.2. Proposed Budgeted Positions for Fiscal Year 2014/2015
Recommendation: That the Committee recommend the Board of Directors approve
Resolution No. 14 -XX Approving the Budgeted positions for Fiscal Year 2014115
and Rescinding Resolution No. 13 -18.
4.3. ACWA/JPIA Commitment to Excellence
Recommendation: That the Committee consider recommending that the Board of
Directors sign ACWA /JPIA's "Commitment to Excellence" certificate on behalf of the
Yorba Linda Water District.
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. ACWA/JPIA Retrospective Premium Adjustment (RPA) Stabilization Fund Report
5.2. Status of Assessment of Job Descriptions and Titles (Verbal Report)
5.3. Status of Policies and Procedures (Verbal Report)
5.4. Status and Format of Performance Evaluations (Verbal Report)
5.5. Human Resources, Risk Management, and Safety Activity
5.6. Future Agenda Items and Staff Tasks
6. ADJOURNMENT
6.1. The next Personnel -Risk Management Committee meeting is scheduled to be held
Tuesday, May 13, 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.
/_TC4 2 Z I07_1Z14 a Z41
Meeting Date: April 1, 2014
To: Personnel -Risk Management
Committee
From: Steve Conklin, Acting General
Manager
Presented By: Steve Conklin, Acting General
Manager
Prepared By: Damon Micalizzi, Public
Information Officer
Subject:
SUMMARY:
Dept:
ITEM NO. 4.1
Finance
Reclassification of the Public Affairs Intern Position to a Part Time Public Affairs
Specialist
The Public Affairs Division has been operating with a budgeted but unfilled Public Affairs Intern since
the end of January. In an effort to further evolve and enhance efficiency, it has been proposed to
reclassify the Internship position to a Part Time Public Affairs Specialist.
STAFF RECOMMENDATION:
That the Committee review and discuss the Reclassification of the Public Affairs Intern Position to a
Part Time Public Affairs Specialist and make a recommendation to the Board of Directors for the FY
2014/15 Budget.
DISCUSSION:
A Part -Time Public Affairs Specialist will be an integral addition to the team, who once trained will be
able to perform all of the duties of the previous intern position (detailed in the attached position
summary). It is also envisioned that the person filling this position would have the potential to work
evenings and weekends when necessary, attending and providing support at Community Events and
meetings without having perpetual scheduling issues from final exams and curriculum changes that a
full time student will have. The person in this position would also attend and serve as a point person
for coordination of District participation in Community Events, Bottled Water Donations and focus
strongly on the District's upcoming History Projects.
This item came back to the Personnel -Risk Committee for clarification after the Budget Workshop on
March 17, 2014 to consider questions regarding the cost effect this change would have on the budget.
The cost increase related to the proposed change to Part -Time Public Affairs Specialist is
approximately $4,800 (Salaries and Mandatory Benefits) for FY 14/15.
ATTACHMENTS:
Name:
Part Time Public Affairs Specialist.doc
Description: Type:
Duties: Part Time Public Affairs Specialist Backup Material
YLWD PUBLIC AFFAIRS 12014
YORBA LINDA WATER DISTRICT
JOB TITLE: PART TIME PUBLIC AFFAIRS SPECIALIST
DIVISION: PUBLIC AFFAIRS
SUPERVISOR: PUBLIC AFFAIRS OFFICER
Position Summary:
Under the general direction of the Public Affairs Officer, the Part Time Public Affairs Specialist
performs a variety of professional, administrative and data - analysis activities that provide essential
support for District public affairs programs.
Duties and Responsibilities (Essential Functions):
The duties listed below are intended only as illustrations of the various types of work that may be
performed.
➢ Assist with the Coordination the District's Public Affairs, Community Outreach and Water
Education Programs.
➢ Maintains the District Social Media Sites and Update the District's Website.
➢ Maintain Community Outreach and Water Donation calendar; arrange water deliveries and
confirm water pick -ups and District Participation in Public Events.
➢ Attend meetings /take meeting notes /minutes;
➢ Compile data and draft monthly and special activity reports and charts for review and
completion to meet established District deadlines.
➢ Assist in the planning and coordination of events and meetings including Citizens Advisory
Committee Meetings, District Tours and special events.
➢ Develop text and graphic design treatments for a variety of communication materials
including the Pipeline employee newsletter, Waterlines quarterly newsletter, District
brochures, flyers, and signage for programs related to public affairs, community outreach,
and other activities.
Page 1 of 2 3/24/14
YLWD PUBLIC AFFAIRS 12014
➢ Create forms, charts, tables and spreadsheets involving data manipulation; reviews
documents for accuracy, completeness and compliance with District requirements
➢ Greet, answer, screen and refer visitors and telephone calls, providing information and
handling of issues that may require sensitivity and the use of sound independent judgment;
maintain a high level of customer service quality while assisting customers in person and by
telephone
➢ Take photographs as needed.
➢ Conduct research and work on special projects as assigned.
➢ Assist with social media and other forms of new media. Coordinate updates and develop
new graphic design treatments for various District reports.
➢ Maintain requests for speakers to clubs, cities, etc.
➢ Maintain inventory and coordinate purchase of promotional materials.
➢ Assist with posting information on the District's website
➢ Establish and maintain cooperative working relationships
The specific statements of this description are not intended to be all- inclusive. They represent
typical elements and criteria necessary to successfully perform the job.
Page 2 of 2 3/24/14
Meeting Date
To:
From:
Presented By:
Prepared By:
Subject:
SUMMARY:
AGENDA REPORT
April 1, 2014
Personnel -Risk Management
Committee
Steve Conklin, Acting General
Manager
Budgeted
Funding Source:
Gina Knight, HR /Risk Manager Dept:
Gina Knight, HR /Risk Manager CEQA Compliance:
Proposed Budgeted Positions for Fiscal Year 2014/2015
ITEM NO. 4.2
Yes
All Funds
Human
Resources /Risk
Management
N/A
The District's Personnel -Risk Management Committee reviews the funding of proposed positions for
a given fiscal year and recommends the Board of Directors consider funding those proposed
positions during each annual Budget process.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors approve Resolution No. 14 -XX Approving
the Budgeted positions for Fiscal Year 2014/15 and Rescinding Resolution No. 13 -18.
DISCUSSION:
The District's Board of Directors will consider adopting a budget that will fund seventy seven full -
time positions and one part -time position for Fiscal Year 2014/2015. The Part -time position (Range
10) replaces one intern position (Range 4) and will assist the public relations /governmental affairs
division of the Administrative Department. This services provided by the new part -time position are
described in a separate agenda report.
During the FY 2014/2015 Budget process, the District became aware through an internal
assessment that there was a real need for a full -time Office Clerk position. Staff proposes the
following: the present part -time HR Clerk position be reclassified to a full -time Office Clerk. This
position will report to the Operations Manager and will be responsible for the following:
• Receiving /Dispatching Customer Service Calls to Field Crews
• Filing /Recording all Customer Service Requests and Standby Service calls
• Filing documents per the new established Records Management procedures
• Sending out /Conducting follow -up Customer Service Surveys
• Performing general clerical duties
• Controlling access to the District's property through the Richfield Gate by checking people on
and off the premises
• Answering the telephone
In addition to the above responsibilities, this position will assist the Engineering Department with
coordinating the Back flow program including sending out notices to the District's customers as well
as serve as a floater when necessary.
The part -time HR Clerk is at Range 12. Staff is recommending the full -time Office Clerk be placed at
Range 12. The proposed change will result in an increase to the FY 14/15 Salaries by $19,600
(includes an anticipated merit increase upon completion of employee's performance evaluation) and
an increase to Mandatory and Fringe Benefits by $12,800.
ATTACHMENTS:
Name: Description: Type:
Resolution No. 14- XX.doc Resolution 14 -XX Backup Material
Reso 14-
XX Exhibit A Authorized Positions FY 2014 -2015 - Budgeted Positions FY 14/15 Backup Material
DRAFT 3- 4- 2014.xls
RESOLUTION NO. 14 -XX
RESOLUTION OF THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
ADOPTING THE BUDGETED POSITIONS
FOR FISCAL YEAR 2014/15
AND RESCINDING RESOLUTION NO. 13 -18
WHEREAS, the Board of Directors adopted Resolution No. 13 -01 on January 24, 2013,
the " Yorba Linda Water District Personnel Rules "; and
WHEREAS, the "Personnel Rules" direct that the number of Authorized Positions and
Salary Ranges are subject to approval by the Board of Directors; and
WHEREAS, the Board of Directors adopted Resolution No. 13 -18 on December 23,
2013 approving the budgeted positions for the remainder of Fiscal Year
2013/14; and
WHEREAS, it is the desire of the Board of Directors to adopt Budgeted Positions for
Fiscal Year 2014/15 as set forth in Exhibit "A" attached hereto, and to
rescind Resolution No. 13 -18.
NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda
Water District as follows:
Section 1. The number of Budgeted Positions as set forth in Exhibit "A" attached
hereto is approved and adopted for Fiscal Year 2014/15 effective July 1,
2014.
Section 2. The General Manager is hereby authorized to employ up to the number of
employees budgeted and funded in each fiscal year without further
approval of the Board of Directors.
Section 3. The General Manager is hereby authorized while this Resolution is active
to fill a budgeted position that is vacated with a new employee at a lower
or equal classification. The General Manager is further authorized to fill a
budgeted position with a part time employee or contract staff.
Section 4. That Resolution No. 13 -18 is hereby rescinded effective July 1, 2014.
Resolution No. 14 -XX Approving Budgeted positions for FY 2014/15
PASSED AND ADOPTED this XX day of June 2014 by the following called vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Robert R. Kiley, President
Yorba Linda Water District
ATTEST:
Steve Conklin, Board Secretary
Yorba Linda Water District
Reviewed as to form by General Counsel:
Arthur G. Kidman, Esq.
Kidman Law, LLP
Resolution No. 14 -XX Approving Budgeted positions for FY 2014/15
Exhibit "A"
Resolution No. 14 -XX
Budgeted Positions for
2014/2015
Effective July 1, 2014
Budgeted
Budgeted
Salary
as of
Proposed
as of
Range
Position Classification
9/26/2013
Change
7/1/2014
12
Operations Clerk
0
1
1
15
Customer Service Rep 1
1
-1
0
16
Meter Reader 1
2
-1
1
17
Customer Service Rep 11
1
1
2
Accounting Assistant 1
1
1
Maintenance Worker 1
9
9
Mechanic 1
0
0
Engineering Secretary
1
-1
0
Operations Secretary
0
0
18
Meter Reader II
2
2
19
Customer Service Rep III
2
2 Y
Records Management Specialist
1
1
Storekeeper
0
0
Operations Assistant
1
1
20
Engineering Technician 1
0
0
Water Quality Technician 1
0
0
Maintenance Dist. Operator II
8
8
21
Facilities Maintenance
1
1
Accounting Assistant II
1
1
Mechanic II
1
1
22
Water Quality Technician II
1
1
Information Systems Tech 1
1
1
23
Maintenance Dist. Operator III
4
4
Meter Services Lead
1
1
Personnel Technician
1
-1
0
Human Resources Technician
0
1
1
Plant Operator II
3
3
Mechanic III
1
1
24
Construction Inspector
1
1
Engineering Technician 11
2
2
Information Systems Tech II
0
0
25
Human Resources Analyst
1
1
Instrumentation Technician
1
1
26
GIS Administrator
1
-1
0
GIS Analyst
0
1
1
Project Engineer
0
0
Sr. Maintenance Dist. Operator
4
4
Sr. Plant Operator
1
1
Sr. Construction Inspector
1
1
Sr. Fleet Mechanic
1
1
27
Customer Service Supervisor
1
1
Project Coordinator
1
-1
0
Associate Engineer
0
1
1
28 Management Analyst
Construction Project Supervisor
Programmer Analyst
29 Safety and Training Officer
Sr. Project Engineer
30 Water Maint. Superintendent
Sr. Accountant
SCADA Administrator
Public Information Officer
IS Administrator
Safety and Training Coordinator
31 Chief Plant Operator
Water Production Superintendent
Water Quality Engineer
32 Executive Secretary
34 Sr. Project Manager
37 Human Resources and Risk Manager
Finance Manager
Operations Manager
Engineering Manager
IT Manager
Salary General Manager
Set by
Board Total
Salary
-0.5
Range
Position Classification
1 -11
Public /Governmental Affairs Intern
15
Public Affairs Specialist
12
Human Resources Clerk
24
GIS Technician
Total
1
-0.5
1
1
0.5
1
1
-0.5
1
0
-0.5
0
0
-1
0
1
1
1
1
1
1
1
1
1
1
1
1
1
-1
0
0
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
78
-1
77
0.5
-0.5
0
0
0.5
0.5 Z
0.5
-0.5
0
0.5
-0.5
0
1.5
-1
0.5
Y
One Customer Service Rep III is underfilled with a Customer Service Rep II and is budgeted at a CSRII.
Z
Part -time position budgeted for FY 2014 -2015. This position will be utilized
in the Public /Governmental Affairs division of the Administration Department.
Meeting Date;
To:
From:
Presented By
Prepared By:
Subject:
SUMMARY:
AGENDA REPORT
April 1, 2014
Personnel -Risk Management
Committee
Steve Conklin, Acting General
Manager
Budgeted
Gina Knight, HR /Risk Manager Dept:
Reviewed by Legal
Amelia Cloonan, Human
Resources Analyst
ACWA/JPIA Commitment to Excellence
ITEM NO. 4.3
N/A
Human
Resources /Risk
Management
N/A
The Association of California Water Agencies /Joint Powers Insurance Authority (ACWA/JPIA) is
requesting that the District acknowledge ACWA /JPIA's "Commitment to Excellence" program.
STAFF RECOMMENDATION:
That the Committee consider recommending that the Board of Directors sign ACWA /JPIA's
"Commitment to Excellence" certificate on behalf of the Yorba Linda Water District.
DISCUSSION:
ACWA /JPIA has requested that the Board President, members of the Board of Directors and
General Manager of the Yorba Linda Water District sign the "Commitment to Excellence" certificate,
developed by ACWA /JPIA. By signing this certificate, these District representatives will indicate their
support for ensuring the District commits to "the most consistent, cost effective and broadest
possible affordable insurance coverage and related services..." and that the District commits to a
program of excellence that through the implementation of "best practices," reduces the potential and
frequency of: vehicle losses, construction - related losses, employment practices claims and
ergonomic and fall injuries.
STRATEGIC PLAN:
OE 1 -C: Provide Support and Encourage Employee Training
ATTACHMENTS:
Description:
Type:
ACWAJPIA Info & Certificate Commitement to
SKMBT C55214032609150 Commitment to Excellence.pdf Excellence Backup Material
ACWA /JPIA Commitment to Excellence Agreement Introduction
In October 2013, the ACWA/JPIA initiated its "Commitment to Excellence"
outreach. This will be a long -term effort to help JPIA's membership reduce the
frequency and severity of liability, workers' compensation, and property losses.
An ACWA/JPIA Commitment to Excellence agreement between the
ACWA/JPIA membership and JPIA staff will be the catalyst for initiating and
sustaining this effort.
Since the most frequent and costly losses come from auto, infrastructure,
construction, employment practices, ergonomic, and fall injury claims, the
JPIA's focus is on encouraging and assisting its members to implement
programs and practices that can prevent these types of claims.
The support of member decision - makers (Board Members, General Managers,
etc.) to influence the loss reduction activities and practices of their unique
organizations, is absolutely essential. Each district's General Manager and
President of the Board of Directors (and other members of the Board if they
desire), will be asked to demonstrate their on -going support by signing an
ACWA/JPIA Commitment to Excellence agreement. In January 2014, a
Commitment to Excellence agreement will be mailed to members in the JPIA's
Liability, Property, and Workers' Compensation Programs who are willing to
sign their agreement. These members will be recognized as follows:
The organization will receive a certificate frame for displaying their
ACWA/JPIA Commitment to Excellence agreement.
Beginning in 2014, the organization's attendees at ACWA/JPIA
Conferences will have a special ribbon added to their nametag indicating
their district's commitment.
Participation in the Commitment to Excellence will be highlighted in
future Perspective articles, and emphasized in Executive Committee
Meetings and future ACWA/JPIA Conferences.
The effectiveness of the Commitment to Excellence outreach will be reflected in
the long -term loss rate and cost statistics following its implementation. Loss
rates and cost statistics will be reported and evaluated during JPIA Committee
and Board Meetings.
ASSOCIATION OF CALIFORNIA WATER AGENCIES
JOINT POWERS
INSURANCE AUTHORITY
Commitment to Excellence
YORBA LINDA WATER DISTRICT
and the Association of California Water Agencies /Joint Powers Insurance Authority
(ACWA/JPIA) in mutual support for ensuring the most consistent, cost effective, and
broadest possible affordable insurance coverage and related services, and in partner-
ship with all ACWA/JPIA members, and in the interest of reducing Yorba Linda Water
District's insurance costs, commit to a program of excellence that, through the imple-
mentation of "best practices" reduces the potential and frequency of:
Vehicle Losses
Infrastructure Related Losses
Construction Related Losses
Employment Practices Claims
Ergonomic (Musculoskeletal) and Fall Injuries
fr ___(Board Member)
vt/ I a (CEO, ACWA/JPIA) Signature
Signature 1
_(Board Member)
(Board President) Signature
Signature
(Board Member)
_ __(General Manager) Signature
Signature
Signature
Member)
AGENDA REPORT
Meeting Date: April 1, 2014
To: Personnel -Risk Management
Committee
From: Steve Conklin, Acting General
Manager
Presented By: Gina Knight, HR /Risk Manager
Prepared By: Amelia Cloonan, Human
Resources Analyst
Subject:
SUMMARY:
ITEM NO. 5.1
Dept: Human
Resources /Risk
Management
Reviewed by Legal: N/A
ACWA /JPIA Retrospective Premium Adjustment (RPA) Stabilization Fund Report
A check in the amount of $13,603.32 was received by the District from the Association of California
Water Agencies Joint Powers Insurance Authority (ACWA /JPIA). This amount represents a refund of
the balance that exceeds the attachment point for the District's participation in insurance programs
offered by ACWA /JPIA.
DISCUSSION:
The RPA Stabilization Fund, established in 1999, helps stabilize the fluctuating cycle of refunds and
billings for prior policy years. In 2001, ACWA /JPIA's Executive Committee authorized expanding the
Fund to include all pooled programs for Liability, Property and Workers' Compensation programs.
For those agencies that have a balance that exceeds the attachment point, a check is issued to the
agency for the amount of the overage. Approximately 200 members received a check this year.
The RPA Stabilization Fund report has several parts. The summary page starts with the District's
beginning balance, which is the amount on the books for the District before adjustments. The first
adjustment is the Liability Program's 10/1/2011 -2012 policy year Deposit premium for actual vs.
estimated payroll. Retrospective Premium Adjustments for prior policy years with open claims for the
Liability, Property and Workers' Compensation programs are then made. Participating District's are
billed if the resulting balance is negative by more than 40% of the attachment point. If the resulting
balance is positive by more than 50 %, a refund is issued to the District for the difference.
This year the District received a check in the amount of $13,603.32.
ATTACHMENTS:
Description: Type:
RPA Stabilization Fund Report 09302013.pdf RPA Stabilization Fund Summary & Worksheet 2013 Backup Material
ASSOCIATION OF CALIFORNIA WATER AGENCIES
JOINT POWERS INSURANCE AUTHORITY
PO BOX 619082
ROSEVILLE, CA 95661 -9082
RPA STABILIZATION FUND REPORT
AS OF 09/30/2013
FOR: YORBA LINDA WATER DISTRICT
BEGINNING BALANCE
LIABILITY PREMIUM ADJ. - ACTUAL VS ESTIMATED PAYROLL - PY 10/1/2011 -2012
LIABILITY RETROSPECTIVE PREMIUM ADJ. - PY 10/1/1994 -2010
PROPERTY RETROSPECTIVE PREMIUMADJ. - PY4/1/2004 -2010
W/C RETROSPECTIVE PREMIUM ADJ. - PY 7/1/1988 -2010
LIABILITY REFUND - CATASTROPHIC RESERVES
W/C REFUND - CATASTROPHIC RESERVES
FUND BALANCE
CURRENT ATTACHMENT POINT (50% OF BASIC LIABILITY PREMIUM)
AMOUNT OF REFUND DUE TO THE MEMBER DISTRICT
$103,916.00
$24,797.00
($37,283.08)
$6,116.16
$5,683.74
($15,107.47)
$25,743.97
$113,866.32
$100,263.00
$13,603.32
ACWA/JOINT POWERS INSURANCE AUTHORITY
LIABILITY PROGRAM
ADJUSTED PREMIUM CALCULATION WORK SHEET
AT 11/19/2013
Yorba Linda Water District
10/1/2011 -2012 ANNUAL PAYROLL (ACTUAL): $6,070,477
P/R Estimate Used in Original Billing: $534687267
LOSSES FOR PERIOD 10/1/2007 THRU 9/30/2010 $150,000
RETRO ALLOCATION POINT: $25,000
EXPERIENCE MODIFICATION FORMULA
STEP 1
$2,250 + ( Payroll x P/R Modifier x ( 7 / Log of Payroll ) ) = Basic Premium
$2,250 + ( $6,070,477 x 0.079237 x ( 7 / 15.618948 ) ) = $2173824
STEP 2
( Three Year Loss Total / 3 ) / Basic Premium = District Rate
( $150,000 / 3 ) / $217,824 = 0.2295
STEP 3
District Rate / Average Rate = Unweighted Modification Factor
0.229543 / 0.129246 = 1.776016
STEP 4
Square root of ( Basic Premium / $2,000,000 ) = Credibility Factor
Square root of ( $217,824 / $25000,000 ) = 0.3300
STEP 5
( Credibility Factor x Unweighted Modification Factor ) + ( 1.0 - Credibility Factor ) _ E -MOD
( 0.3300 x 1.7760 ) + ( 1.0 - 0.3300 ) = 1.3000
DEPOSIT PREMIUM FORMULA
STEP 1
Basic Premium x E -MOD = Gross Premium
$217,824 x 1.3000 = $2833171
STEP 2 (3 Programs = 5.00 %)
Gross Premium x Multiple Program Discount Factor = Deposit Premium + Adjustment = Adjusted Deposit Premium
$283,171 x 0.95 = $269,013 + $0 = $269,013
Adjustment Amount $24,797
Deposit Premium Originally Billed $244,216
ITEM NO. 5.5
AGENDA REPORT
Meeting Date: April 1, 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.
Testing was conducted for candidates for the Associate Engineer position on 3/20/2014. Tests were
ordered from CPS. Twelve candidates were invited. Seven candidates actually participated in
testing. The completed tests were submitted to CPS for grading. Successful candidates will be
invited to participate in interviews.
An internal recruitment was opened on March 26, 2014 for the GIS Analyst position (formerly GIS
Administrator). The recruitment closes April 8, 2014.
Two sessions each of Ergonomic training were held both for field employees and office employees.
There was a good response to a budgeting workshop presented on March 19, 2014. Another
workshop on Debt Handling & Planning for Retirement is scheduled for the end of April. The number
of employees reserving to attend is already quite high.
ATTACHMENTS:
HR DEPARTMENT ACTIVITY fiscal 2013-
2014 PRM Committee 03- 26- 2014.doc
Description:
HR Dept Activity
Type:
Backup Material
Budgeted Positions 03- 26- 2014.xlsx Budgeted Positions Backup Material
HR DEPARTMENT ACTIVITY
FISCAL 2013 -2014
POLICIES AND PROCEDURES
ACTIVITY
STATUS
7010 Human Resources
Drug and Alcohol Policy
On hold.
Employee Performance Evaluation
HR Manager and
To be submitted to
Procedure
staff to reviewed
Bargaining Unit.
Draft policy.
Employee Time -Off Request Policy
Draft policy to be
Bargaining Unit responded
presented to
3/3/2014 with additional
Managers for
questions.
review.
Recruitment Procedure
Update to be
(In process)
performed by HR
staff.
New Hire Procedure
Update to be
(In process)
performed by HR
staff.
Separation /Termination Procedure
Update to be
(In process)
performed by HR
staff.
Student Intern Policy
Rejected by former
HR Manager and staff will
GM.
revise and present to
Managers and Pers /Rsk
Management Committee.
Revised 03/26/2014
POLICIES AND PROCEDURES
ACTIVITY
STATUS
7020 Risk Management
Employee's Responsibility for
Management
Needs further
Maintenance of District Vehicles
reviewed Draft
development.
policy.
Driver Record Review Policy
None
Policy has not been
developed.
Facilities Use Policy
Rejected by former
Determined that there is a
GM.
need for further material to
be included in the policy to
cover more situations.
Risk Management Admin Policy
HR Mgr reviewed
On Hold.
Draft policy and
commented.
7030 Safety
Development and Maintenance of
Management
On hold
Safety Procedures
reviewed Draft
policy
Confined Space Entry
HR and Managers
Policy to be reviewed by
Policy /Procedures
reviewed draft
K. Mendum, G. Knight, L.
policy.
Isais
Dump Truck Safety Procedure
Draft reviewed by
Policy to be reviewed by
HR.
K. Mendum, G. Knight, L.
Isais
Backhoe Safety
Draft reviewed by
Policy to be reviewed by
HR
K. Mendum, G. Knight, L.
Isais
Trenching /Excavation Safety
Draft reviewed by
Policy to be reviewed by
HR
K. Mendum, G. Knight, L.
Isais
Personal Protective Equipment
Draft reviewed by
Policy to be reviewed by
Procedure
HR
K. Mendum, G. Knight, L.
Isais
TRAINING - ON SITE /OFF SITE
DATE
VENDOR
CLASS TITLE
7/18/2013
Attendance by HR and Accounting Staff at
5 District staff attended
the CSMFO (California Society of
Municipal Finance Officers) presentation
on Affordable Care
8/15/2013
Pacific Safety Council: Confined Space
Instrumentation
Entry
Technician attended
8/24/2013
OSHA Arc Flash Training
Instrumentation
Technician attended
9/18/2013
Public Sector Employment Law Update
3 HR staff will attend
presented by Liebert Cassidy Whitmore
9/19/2013
PEPRA (Public Employees Pension
2 HR staff will attend
Reform Act) update presented by Public
Retirement Journal
10/2/2013
Global Harmonization System of Hazard
11 District employees
Communication (GHS) webinar October 2,
attended. 63 employees
2013. (OSHA mandated training to be
previously completed
completed by all District employees by
the training.
12/1/2013.)
10/9/13-
Pacific Safety Council: Certified
2 District employees
11/6/13(5
Occupational Safety Specialist (COSS)
attended
days)
11/26/2013
Safety & Training Coordinator (OSHA
3 District employees
GHS Trainer) to present GHS training for
trained
remaining employee and new employees
who need to be trained by 12/1/2013.
01/06/2014
OSHA Standards for the Construction
1 District employee
Industry four -day training class.
attended
2/25 &
ACWA/JPIA CalOSHA 10 -hour
3 District employees
2/26/2014
Construction Safety training class
attended
3/13/2014
PASMA / PARMA Joint Meeting — Exp.Mod.
2 District employees
Rates & Disability Interactive Process
attended
3/17 -19
3 -Day Training — OSHA Confined Space
1 District employee
2014
Training
attended
3/25/2014
2014 Water Agency Response Network
2 District employees
(WARN) Spring Meeting & Emergency
attended
Fuel Planning Exercise: Anaheim
4/9/2014
CaIPELRA (webinar) Negotiations &
3 District employees
Policies and Procedures
attended
4/16/2014
ADA /FEHA Disability Compliance Training
1 District employee will
attend
4/30/2014
FMLA Training (Webinar)
2 District employees will
attend
5/14/2014
ADA /FEHA Disability Compliance Training
2 District employees will
attend
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
Pt. Time GIS Technician
employee who resigned)
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
Candidate started 2/10/2014.
12/9/2013
Sr. Accountant
Candidate started 2/26/2014.
01/06/2014
Associate Engineer
Recruitment closed
01/23/2014. Testing for 7
applicants took place
3/20/2014.
01/06/2014
Customer Service Representative II
Qualified applicant
(Internal)
commenced in the position
1/20/2014.
1/22/2014
Maintenance Distribution Operator II
Recruitment closed
(internal)
2/05/2014. Successful
candidate promoted.
3/26/2014
GIS Analyst (internal)
Recruitment opens 3/26/2014
and closes 4/8/2014.
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
July 31, 2013
Claim received for incident
The item taken to the
ACWA /JPIA is handling
at Placentia -Linda
PRM committee on
the claim. As of this
Hospital (Tenet
8/13/2013. Board
date, no invoices have
Healthcare Corporation for
rejected and referred
been submitted by
loss that occurred
the claim to ACWA/
Claimant.
4/10/2013.
JPIA on 9/12/2013.
Oct 28, 2013
Claim received 2/4/2014
Claim investigated.
District agreed to pay
for plumbing services on
$310.00.
Westfield St.
Nov. 27, 2013
Potential claim received
Potential claim to be
Claim referred to
for damages caused by
referred to ACWA/JPIA
ACWA/JPIA
copper pipe leaking at
after agenda reports to
residence on Fairmont
PRM Committee and
Blvd.
Board of Directors
Dec. 11, 2013
Claim for $450 for
Investigation by District
District initially denied
plumbing bill. Line
staff under way.
claim. After consultation
blocked. Toilets, bathtub &
w /ACWA JPIA, District
washer overflowed.
paid claim.
Jan 21, 2014
Main Line Break
Claim form provided to
ACWA JPIA awaiting
Meadowview Drive. Water
homeowner's
return of a release from
damage to property.
representative.
homeowner. Check for
$11,302.12 will be
issued.
Feb 18 2014
Claim for excessive billing
Claim investigated by
Awaiting return of
for residence on Westvale
District.
signed Settlement
Lane.
Agreement and
Release to credit
customer's account
$580.80.
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
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
2/19/2014
Safety Committee Meeting
Safety Committee
2/3/2014
Check AED's
HR /Safety
2/19/2014
Safety Committee Meeting
Safety Committee
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
2/3/2014
Check AED's
HR /Safety
2/19/2014
Safety Committee Meeting
Safety Committee
3/4/2014
Check AED's
HR /Safety
3/13/2014
Two sessions of Field Ergonomics
Safety
3/25/2014
Two sessions of Office Ergonomics
Safety
DISTRICT SAFETY AND WELLNESS ACTIVITIES /FUNCTIONS (Cont'd)
MONTH
ACTIVITY /FUNCTION
DEPARTMENT
3/26/2014
Safety Committee Meeting
Safety Committee
HR ACTIVITIES /FUNCTIONS
MONTH
ACTIVITY /FUNCTION
DEPARTMENT
Feb 20/21,
LCW 2014 Public Sector Employment Law
HR Staff attended
2014
Conference
Mar 19, 2014
Budgeting workshop conducted by Shay
17 District staff
Olivarria (2 hours — 7 -9 a.m.)
attended
April 30, 2014
Debt Handling & Planning for Retirement
District wide
workshop conducted by Shay Olivarria (2
hours — 7 -9 am)
5/29/2014
District hosts Orange County HR Group
HR
meeting
As of March 26, 2014
FY 2013 -2014 Budgeted Positions
Salary
Range
Position Classification
Budget
Emp
Status /Comments
1 -11
(Temporary Help)
0
0
12
13
14
15
Customer Service Representative 1
0
0
16
Meter Reader 1
2
1
One position on hold.
17
Accounting Assistant 1
1
1
Customer Service Representative 11
2
3
One CSR 11 is underfilling one CSR III position
Engineering Secretary
1
0
Maintenance Worker 1
9
9
18
Meter Reader II
2
2
19
Customer Service Representative 111
2
1
Records Management Specialist
1
1
,Operations Assistant
1
1
20
Engineering Technician 1
0
0
Maintenance Distribution Operator 11
8
8
Water Quality Technician 1
0
0
21
Accounting Assistant 11
1
1
Facilities Maintenance
1
1
Mechanic 11
1
1
22
Information Systems Technician 1
1
1
Water Quality Technician II
1
1
23
Maintenance Distribution Operator 111
4
4
Meter Services Lead
1
1
Mechanic 111
1
1
Human Resources Technician
1
1
Plant Operator 11
3
3
24
Construction Inspector
1
1
Engineering Tech 11
2
2
25
Human Resources Analyst
1
1
Instrumentation Technician
1
1
26
GIS Administrator
1
1
Filled on an acting basis 9 -4 -2013 by GIS Tech.
Sr. Construction Inspector
1
1
Sr. Fleet Mechanic
1
1
Sr. Maintenance Distribution Operator
4
4
Sr. Plant Operator
1
1
As of March 26, 2014
FY 2013 -2014 Budgeted Positions
Salary
Range
Position Classification
Budget
Emp
Status /Comments
27
Customer Service Supervisor
1
1
Associate Engineer
1
'Testing completed 3/20/2014. Results pending.
28
Management Analyst
1
1
Construction Project Supervisor
1
1
Programmer Analyst
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
Safety and Training Coordinator
1
1
Sr. Accountant
1
1
31
Water Quality Engineer
1
1
Water Production Superintendent
1
1
32
Executive Secretary
1
1
34
Sr. Project Manager
1
1
37
Engineering Manager
1
1
Temporarily on Acting Assignment
Finance Manager
1
1
Human Resources and Risk Manager
1
1
IT Manager
1
0
IS Administrator assigned to Acting IT Manager
Operations Manager
1
1
38
39
40
General Manager
1
0
Temporarly filled through Acting Assignment by
Engineering Manager.
Total
FY 2012 -2013 Budgeted Part- Time /Intern Positions
Salary
Range
Position Classification
Budget
Emp
Status /Comments
1 -11
Public /Governmental Affairs Intern
0.5
0
H R Clerk
0.5
0.5
PT Records Management Clerk
0.5
0
24
GIS Technician
0.5
0
Acting GIS Administrator as of 9 -4 -2013
Total
2