HomeMy WebLinkAbout2014-06-10 - Personnel-Risk Management Committee Meeting Agenda PacketYorba Linda
'"Water District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL -RISK MANAGEMENT COMMITTEE MEETING
Tuesday, June 10, 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. Professional Services Agreement with Norman A. Traub Associates for Background
Checks and Investigative Services
Recommendation: That the Committee recommend the Board of Directors
authorize the General Manager to execute a Professional Services Agreement with
Norman A. Traub Associates to provide investigative services and background
checks.
4.2. Professional Services Agreement with Liebert Cassidy Whitmore for Legal Services
Recommendation: That the Committee recommend the Board of Directors approve
the proposed rate increase for legal services provided by Liebert Cassidy Whitmore.
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. Educational Reimbursement Policy (Verbal Report)
5.2. Human Resources, Risk Management, and Safety Activity
5.3. Status of Assessment of Job Descriptions and Titles (Verbal Report)
5.4. Status of Performance Evaluations (Verbal Report)
5.5. Status of Policies and Procedures (Verbal Report)
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, July 8, 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.
Meeting Date:
To:
From:
Presented By:
Prepared By:
Subject:
SUMMARY:
AGENDA REPORT
June 10, 2014
Personnel -Risk Management
Committee
Steve Conklin, Acting General
Manager
Budgeted
Gina Knight, HR /Risk Manager Dept:
Reviewed by Legal
Gina Knight, HR /Risk Manager
ITEM NO. 4.1
Yes
Human
Resources /Risk
Management
Yes
Professional Services Agreement with Norman A. Traub Associates for
Background Checks and Investigative Services
The purpose of this report is to request the approval of the Board of Directors for an agreement with
Norman A. Traub Associates to assist the District by providing investigative services and
background checks.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors authorize the General Manager to execute a
Professional Services Agreement with Norman A. Traub Associates to provide investigative
services and background checks.
DISCUSSION:
In the past, the District has contracted with Norm Traub for investigative services and background
checks. The District has experienced positive results from the professional investigative services
provided.
The Human Resources and Risk Manager recommends entering into an agreement with Norm
Traub to use the investigative services and highly qualified professional support staff made
available to the District through his business.
ATTACHMENTS:
Name:
Norm Traub ylwd draft agreement 050114.docx
Description:
Norman A. Traub Associates PSA
Type:
Backup Material
PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE YORBA LINDA WATER DISTRICT
AND
Norman A. Traub Associates
THIS PROFESSIONAL SERVICES AGREEMENT ( "Agreement ") is made and entered into
on , 2014, by and between the YORBA LINDA WATER DISTRICT, a
local public agency, created and operating under authority of Division 12 of the California Water
Code ( "District "), and Norm Traub, an individual ( "Consultant ") (collectively referred to herein
as the "Parties ").
RECITALS
WHEREAS, District and Norm Traub and Associates, a corporation ( "Traub ") are currently
parties to an agreement whereby Traub provides investigative services to the District;
WHEREAS, Traub has informed the District that it is no longer a corporation effective January
1, 2014;
WHEREAS, District requires a professional consultant with the requisite knowledge, skill,
ability and expertise to provide investigative services to which the specialized services of
Consultant are appropriate;
WHEREAS, Consultant has informed the District that it desires to provide investigative services
to the District pursuant to terms herein; and
WHEREAS, Consultant represents to District that it is fully qualified and available to perform
the services for and as requested by District.
NOW, THEREFORE, in consideration of the mutual promises, covenants, and terms and
conditions herein, the Parties agree as follows:
AGREEMENT
1.0. SCOPE OF WORK. Consultant agrees to provide District with investigative services
( "Work ") as requested by District. Work shall be performed in accordance with the standards
customarily provided by an experienced and competent professional rendering the same or
similar services. Consultant shall request prior written approval from the District before
performing Work. For each request for Work, Consultant shall list the proposed Work, including
the hours expected for performance of the proposed Work. Consultant shall not start the
proposed Work before it obtains written approval from the District and District shall have no
responsibility to compensate Consultant for any Work provided by Consultant without such prior
written approval.
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YLWD Professional Services Agreement — 2014
The District representative must approve the first phase, which would be for preliminary
meetings with the District's representative and the complaining party. After the preliminary
meetings, Consultant will be able to estimate the number of persons to be interviewed and the
complexity of the matter. The District also must approve the second phase work.
2.0 COMPENSATION. As compensation for performance of the Work, District shall pay
Consultant at the rate of One Hundred and Thirty Dollars ($130.00) per hour plus expenses. The
District shall reimburse the Consultant for the cost of a business license, if one is required by the
District. In the event the Consultant is required to provide testimony at a post- investigation
hearing; deposition or trial, District shall pay Consultant at the rate of Two Hundred and Fifty
Dollars ($250.00) per hour (four hours minimum) plus expenses. The cost for executive
background investigations is $2,600 plus expenses. The cost for surveillances is $90.00 per hour
plus expenses.
2.1. Invoicing. Consultant shall submit an invoice within ten (10) days after the end
of each month during the term of this Agreement describing the Work performed for
which payment is requested. District shall review and approve all invoices prior to
payment. District shall pay approved invoices within thirty (30) days of receipt.
Consultant agrees to submit additional documentation to support the invoice if requested.
If District does not approve an invoice, The District may be subject to a ten (10) percent
additional fee for payments not received within forty (45) days of the date of the invoice.
District shall send a notice to Consultant setting forth the reason(s) the invoice was not
approved. Consultant may re- invoice District to cure the defects identified by District.
The revised invoice will be treated as a new submittal. District's determinations
regarding verification of Consultant's performance, accrued reimbursable expenses, if
any, and percentage of completion shall be binding and conclusive. Consultant's time
records, invoices, receipts and other documentation supporting the invoices shall be
available for review by District upon reasonable notice and shall be retained by
Consultant for three (3) years after completion of the Project.
2.2. Extra Services. Before performing any services outside the scope of this
Agreement ( "Extra Services "), Consultant shall submit a written request for approval of
such Extra Services and receive written approval from District. District shall have no
responsibility to compensate Consultant for any Extra Services provided by Consultant
without such prior written approval.
3.0 TERMINATION. This Agreement shall terminate on June 30, 2015. Notwithstanding
the foregoing, District may terminate this Agreement at any time upon ten (10) days written
notice to Consultant. Should District exercise the right to terminate this Agreement, District
shall pay Consultant for any Work satisfactorily completed prior to the date of termination, based
upon Consultant's Fee Schedule. Consultant may terminate this Agreement upon ten (10) days
written notice to District in the event of substantial failure by District to perform in accordance
with the terms hereof through no fault of Consultant; or in the event District fails to pay
Consultant in accordance with the terms in Section 2.0; or if Consultant's Work hereunder is
suspended for a period of time greater than ninety (90) days through no fault of Consultant.
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YLWD Professional Services Agreement — 2014
3.1. Withholding Payment. In the event District has reasonable grounds to believe
Consultant will be materially unable to perform the Work under this Agreement, or if
District becomes aware of a potential claim against Consultant or District arising out of
Consultant's negligence, intentional act or breach of any provision of this Agreement,
including a potential claim against Consultant by District, then District may, to the fullest
extent allowed by law, withhold payment of any amount payable to Consultant that
District determines is related to such inability to complete the Work, negligence,
intentional act, or breach.
4.0. SAFETY. Consultant shall conduct and maintain the Work so as to avoid injury or
damage to any person or property. Consultant shall at all times exercise all necessary safety
precautions appropriate to the nature of the Work and the conditions under which the Work is to
be performed, and be in compliance with all applicable federal, state and local statutory and
regulatory requirements including State of California, Department of Industrial Relations
(Cal /OSHA) regulations. Consultant is responsible for the safety of all Consultant personnel at
all times during performance of its Work, including while on District property.
5.0 INDEMNIFICATION.
5.1. When the law establishes a professional standard of care for the Consultant's
services, to the fullest extent permitted by law, Consultant will defend, indemnify and
hold harmless District, its directors, officers, employees, and authorized volunteers from
and against all claims and demands of all persons that arise out of, pertain to, or relate to
the Consultant's negligence, recklessness, or willful misconduct in the performance (or
actual or alleged non - performance) of the Work under this Agreement. Consultant shall
defend itself against any and all liabilities, claims, losses, damages, and costs arising out
of or alleged to arise out of Consultant's performance or non - performance of the Work
hereunder, and shall not tender such claims to District nor to its directors, officers,
employees, or authorized volunteers, for defense or indemnity. The District shall defend
the consultant for omissions and acts of negligent or willful misconduct by the District.
5.2. Other than in the performance of professional services, to the fullest extent
permitted by law, Consultant will defend, indemnify and hold harmless District, its
directors, officers, employees and authorized volunteers from and against all claims and
demands of all persons arising out the performance (or actual or alleged non-
performance) of the Work (including the furnishing of materials), including but not
limited to claims by the Consultant, Consultant's employees and any subconsultants for
damages to persons or property, except for damages resulting from the willful
misconduct, sole negligence or active negligence of District, its directors, officers,
employees, or authorized volunteers.
5.3. Consultant shall defend, at Consultant's own cost, expense and risk, any and all
such aforesaid suits, actions or other legal proceedings of every kind that may be brought or
instituted against District or any of its directors, officers, employees, or authorized
volunteers, with legal counsel reasonably acceptable to District. (I need this explained
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YLWD Professional Services Agreement — 2014
further. I'm not sure if it is reasonable. It is too broad. It may be a killer to any agreement.
We conduct a variety of personnel issues. Employee may disagree with our independent
findings, but it is the responsibility of the District to take actions that they deem
appropriate. It the subject employee decides to appeal the actions of the District, we would
be named as co- defendants. We should not be required to defend the District. Consultant
shall pay and satisfy any judgment, award or decree that may be rendered against District
or any of its directors, officers, employees, or authorized volunteers, in any and all such
aforesaid suits, actions, or other legal proceedings for which Consultant is obligated to
defend, indemnify and hold harmless District, its directors, officers, employees and
authorized volunteers under this Agreement.
6.0 INSURANCE REQUIREMENTS. Prior to execution of this Agreement, and at any
time thereafter on request, Consultant shall provide executed certificates of insurance and policy
endorsements acceptable to District evidencing the required coverage and limits for each
insurance policy. Each insurance policy shall be primary insurance as respects District, its
affiliated organizations and its and their respective officers, directors, trustees, employees,
agents, consultants, attorneys, successors and assigns (collectively, the "Covered Parties ") for all
liability arising out of the activities performed by or on behalf of Consultant. Any insurance,
pool coverage, or self - insurance maintained by Covered Parties shall be excess of Consultant's
insurance and shall not contribute to it. All insurance coverage maintained or procured pursuant
to this Agreement shall be endorsed to waive subrogation against the Covered Parties or shall
specifically allow Consultant or others providing insurance evidence in compliance with these
requirements to waive their right of recovery prior to loss. Consultant waives its right of
recovery against the Covered Parties for damages covered by insurance required by this
Agreement. The insurer issuing the Workers' Compensation insurance shall amend its policy to
waive all rights of subrogation against the Covered Parties.
Each insurance policy shall provide, or be endorsed to provide, that coverage shall not be
cancelled except after thirty (30) days prior written notice by U.S. Mail (ten (10) days for non-
payment of premium) has been given to District. Unless otherwise approved by District, each
insurance provider shall be authorized to do business in California and have an A.M. Best rating
(or equivalent) of not less than "A- :VII." Consultant shall provide and maintain at all times
during the performance of this Agreement the following insurance: (1) Commercial General
Liability ( "CGL ") insurance.
6.1. Commercial General Liability. Each CGL policy shall identify Covered Parties
as additional insured, or be endorsed to identify Covered Parties as additional insured
using a form acceptable to the District. Coverage for additional insured shall not be
limited to vicarious liability. Defense costs must be paid in addition to limits. Each CGL
policy shall have liability coverage limits of at least $1,000,000 per occurrence for bodily
injury, personal injury and property damage, and $2,000,000 aggregate total bodily
injury, personal injury and property damage. CGL insurance and endorsements shall be
kept in force at all times during the performance of this Agreement and all coverage
required herein shall be maintained after the term of this Agreement so long as such
coverage is reasonably available.
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YLWD Professional Services Agreement — 2014
7.0. INDEPENDENT CONTRACTOR. The Parties agree that the relationship between
District and Consultant is that of an independent contractor and Consultant shall not, in any way,
be considered to be an employee or agent of District. Consultant shall not represent or otherwise
hold out itself or any of its directors, officers, partners, employees, or agents to be an agent or
employee of District. District will not be legally or financially responsible for any damage or
loss that may be sustained by Consultant because of any act, error, or omission of Consultant or
any other consultant, nor shall Consultant make any claim against District arising out of any such
act, error, or omission.
7.1. Taxes and Benefits. Consultant shall be solely responsible for the payment of all
federal, state and local income tax, social security tax, Workers' Compensation
insurance, state disability insurance, and any other taxes or insurance Consultant, as an
independent contractor, is responsible for paying under federal, state or local law.
Consultant is not eligible to receive Workers' Compensation, medical, indemnity or
retirement benefits through District, including but not limited to enrollment in Ca1PERS.
Consultant is not eligible to receive overtime, vacation or sick pay.
7.2. Permits and Licenses. Consultant shall procure and maintain all permits, and
licenses and other government- required certification necessary for the performance of its
Work, all at the sole cost of Consultant. None of the items referenced in this section shall
be reimbursable to Consultant under the Agreement.
7.3. Methods. Consultant shall have the sole and absolute discretion in determining
the methods, details and means of performing the Work required by District. Consultant
shall furnish, at its own expense, all labor, materials, equipment, tools and transportation
necessary for the successful completion of the Work to be performed under this
Agreement.
7.4 Subconsultants. District shall not have any right to direct the methods, details
and means of the Work; however, Consultant must receive prior written approval from
District before using any subconsultants or subconsultant agreements for services under
this Agreement and any work authorizations. Consultant's contract with each
subconsultant shall include (1) an agreement by the subconsultant to indemnify the
Covered Parties against, and defend and hold each of them harmless from, any and all
actions, claims, damages to persons or property, penalties, obligations or liabilities that
may be asserted or claimed by any person or entity arising out of or in any manner
directly or indirectly related to the operation or activities of the subconsultant in
connection with the Work, including defense costs and attorney's fees; (2) insurance
requirements for the subconsultant that are the same as the requirements imposed on the
Consultant by Section 6.0. Consultant shall be responsible to enforce compliance
with these requirements, and all documentation establishing compliance shall be
made available to the District upon request.
8.0. NOTICES. Any notice may be served upon either Party by delivering it in person, or by
depositing it in a U.S. Mail Deposit Box with the postage thereon fully prepaid, and addressed to
the Party at the address set forth below:
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YLWD Professional Services Agreement — 2014
District: Steve Conklin, Acting General Manager
Yorba Linda Water District
1717 E. Miraloma
Placentia, California 92870
Consultant: Norman Traub
Norman A. Traub Associates
5409 Via Fonte
Yorba Linda, CA 92886
Any notice given hereunder shall be deemed effective in the case of personal delivery, upon
receipt thereof, or, in the case of mailing, at the moment of deposit in the course of transmission
with the United States Postal Service.
9.0 ASSIGNMENT. Neither Consultant nor District may assign or transfer this Agreement,
or any part thereof, without the prior written consent of the other Party, which shall not be
unreasonably withheld.
10.0 ATTORNEY'S FEES. In the event of any action arising out of, or in connection with,
this Agreement, or the Work to be performed hereunder, the prevailing Party shall be entitled to
have and recover, in addition to damages, injunctive or other relief, its reasonable costs and
expenses, including without limitation, its attorney's fees.
11.0. BINDING ARBITRATION. Within thirty (30) days after service of a civil action on
either Party arising out of, or in connection with, this Agreement, either Party may elect to
submit the action to binding arbitration before the Judicial Arbitration and Mediation Service
( "JAMS "), located in Orange County. The Parties agree that upon an election to arbitrate, any
civil action filed will be stayed until arbitration proceedings have concluded. Upon submission
of the matter to JAMS, the submitting Party shall obtain from JAMS a list of three (3) randomly
selected arbitrators and serve said list upon the other Party. In the event that there are more than
two parties to the action, the number of arbitrators randomly selected and included in the list
shall be increased by two for each additional party involved. Upon service of the randomly
selected list of arbitrators, each party shall have twenty (20) days to eliminate two arbitrators
from the list and return it to JAMS, with the selected arbitrator being the remaining name on the
list. Should more than one name remain on the list, JAMS will randomly select the arbitrator
from the names remaining on the list. Arbitration shall be scheduled for hearing on the merits no
later than six (6) months after the date the arbitrator is selected. All parties shall be permitted to
conduct discovery as provided by the current rules of the California Code of Civil Procedure. All
costs of JAMS or of the arbitrator for Work shall be divided equally among the Parties, unless
otherwise ordered by the arbitrator. In an arbitration to resolve a dispute under this provision, the
arbitrator's award shall be supported by law and substantial evidence.
12.0 FORCE MAJEURE. Upon written notice by the owing Party, the respective duties and
obligations of the Parties hereunder (except District's obligation to pay Consultant such sums as
may become due from time to time for Work rendered by it) shall be suspended while and so
long as performance thereof is prevented or impeded by strikes, disturbances, riots, fire,
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YLWD Professional Services Agreement — 2014
governmental action, war acts, acts of God, or any other cause similar or dissimilar to the
foregoing which are beyond the reasonable control of the Party from whom the affected
performance was due.
[INTENTIONALLY BLANK]
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YLWD Professional Services Agreement — 2014
13.0 ENTIRE AGREEMENT. This Agreement, and the attached Attachments, represent the
entire and integrated agreement between District and Consultant and supersedes all prior
negotiations, representations, or agreements, either written or oral. This Agreement may be
amended only by written instrument signed by both District and Consultant.
IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be entered into as
of the day and year written above.
District:
Yorba Linda Water District
Consultant:
Norman A. Traub Associates
IM
Steve Conklin, Acting General Manager Norman A. Traub
President, Board of Directors
APPROVED AS TO FORM:
Kidman Law LLP
Arthur G. Kidman, General Counsel
YLWD Professional Services Agreement — 2014
Meeting Date
To:
From:
Presented By
Prepared By
Subject:
SUMMARY:
AGENDA REPORT
June 10, 2014
Personnel -Risk Management
Committee
Steve Conklin, Acting General
Manager
Gina Knight, HR /Risk Manager
Amelia Cloonan, Human
Resources Analyst
Budgeted:
Funding Source
Account No:
Dept:
Reviewed by Legal
ITEM NO. 4.2
Yes
Operating Funds
1- 7010- 0780 -05
Human
Resources /Risk
Management
N/A
Professional Services Agreement with Liebert Cassidy Whitmore for Legal Services
The District presently uses the law firm of Liebert Cassidy Whitmore (LCW) for representation in
employment related matters. The law firm consists of 81 attorneys in four separate law offices. Effective
July 1, 2014, LCW will be raising its professional service rates in order to continue to provide the District
with the very best in public sector counsel.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors approve the proposed rate increase for legal
services provided by Liebert Cassidy Whitmore.
DISCUSSION:
The District has received correspondence from Liebert Cassidy Whitmore informing staff that the law firm
will be raising their rates effective July 1, 2014. LCW has not increased its rates for the last two and one -
half years.
The Liebert Cassidy Whitmore law firm specializes in the representation of management in public sector
and employment law issues. Since 2007, the District has contracted with Liebert Cassidy Whitmore for
labor negotiations and employment law representation.
The rate increase is due to the rising costs of doing business, which includes the price of office space,
health care costs for employees and employee compensation.
A schedule of the proposed rates is attached for review along with a copy of the current rates.
ATTACHMENTS:
Name: Description: Type:
SKMBT C55214052708590 LCW Rates.pdf LCW Fee Schedule Backup Material
LIEBERT CASSIDY WHITMORE
FEE SCHEDULE
(EFFECTIVE JULY 1, 2014)
HOURLY RATES
Partners $325.00
Of Counsel $285.00
Associates $190.00 - $265.00
Paraprofessionals & Litigation Support $75.00 - $150.00
Partners
Of Counsel
Associates
LIEBERT CASSIDY WHITMORE
FEE SCHEDULE
EFFECTIVE JANUARY 1, 2012
CURRENT
HOURLY RATES
$290.00
$260.00
$160.00 - $240.00
PROPOSED
HOURLY RATES
$300.00
$265.00
$180.00 - $245.00
Paraprofessionals $100.00 - $130.00 $105.00 - $140.00
ITEM NO. 5.2
AGENDA REPORT
Meeting Date: June 10, 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.
On Saturday, May 17, 2014, the Employee Picnic was held at Yorba Regional Park. Seventy
employees and their family members attended.
The candidate selected for the Water Quality Engineer position joined the District on May 19, 2014.
The successful candidate for the Associate Engineer position joined the District on May 27, 2014.
Nine candidates were interviewed on May 22, 2014 for the two open Maintenance Worker I
positions.
A pre Emergency Evacuation Drill meeting was held with the Managers on May 14, 2014. A District -
wide Emergency Evacuation Drill was held on May 21, 2014, and a recap meeting with Managers
and Safety Committee members following the drill.
ATTACHMENTS:
HR DEPARTMENT ACTIVITY fiscal 2013-
2014 PRM Committee 06- 02- 2014.doc
Description:
HR Dept Activity
Type:
Backup Material
Budgeted Positions 04- 24- 2014.xlsx Budgeted Positions Backup Material
HR DEPARTMENT ACTIVITY
FISCAL 2013 -2014
TRAINING — ON SITE /OFF SITE
DATE
VENDOR
CLASS TITLE
01/06/2014
OSHA Standards for the Construction
1 District employee attended
01/06/2014
Industry four -day training class.
Final candidate commenced
2/25 &
ACWA /JPIA CalOSHA 10 -hour
3 District employees attended
2/26/2014
Construction Safety training class
Qualified applicant
3/13/2014
PASMA / PARMA Joint Meeting — Exp.Mod.
2 District employees attended
Rates & Disability Interactive Process
1/20/2014.
3/17 -19
3 -Day Training — OSHA Confined Space
1 District employee attended
2014
Training
2/05/2014. Candidate
3/25/2014
2014 Water Agency Response Network
2 District employees attended
3/26/2014
(WARN) Spring Meeting & Emergency
Recruitment closed and
Fuel Planning Exercise: Anaheim
position was filled by Acting
4/16/2014
ADA /FEHA Disability Compliance Training
1 District employee attended
4/16/2014
FMLA Training Webinar)
1 District employee attended
5/8/2014
Public Agency Safety Management
1 Safety employee attended
Association Bi- Monthly Meeting
received. 58 applicants will
5/14/2014
ADA /FEHA Disability Compliance Training
2 District employees attended
RECRUITMENTS
MONTH
POSITION
APPLICATIONS
PROCESSED
01/06/2014
Associate Engineer
Final candidate commenced
5/27/2014.
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. Candidate
promoted.
3/26/2014
GIS Analyst (internal)
Recruitment closed and
position was filled by Acting
GIS Analyst on 4/9/2014.
3/30/2014
Maintenance Worker I
Recruitment closed
4/12/2014. 304 applications
received. 58 applicants will
be invited to test on 5/1/2014.
9 candidates interviewed on
5/22/2014.
4/06/2014
Maintenance Distribution Operator II
Second candidate from 2/05/2014
CLAIM HANDLED BY
(internal)
recruitment was promoted when a
DISTRICT
position opened up through
RELATED ISSUE /CLAIM
permanent separation of another
employee.
05/19/2014
Water Quality Engineer
Position filled 5/19/2014.
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 paid $310.00.
for plumbing services on
ACWA/JPIA reimbursed
Westfield St.
District.
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 plumbing bill.
Investigation by District
District paid $450.00.
Line blocked. Toilets,
staff underway.
ACWA/JPIA reimbursed
bathtub & washer
District.
overflowed.
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
Credit made to
for residence on Westvale
District.
customer's account for
Lane.
$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
11 -20 -2013
Arc Flash incident
Closed
No
CURRENT WORKERS COMPENSATION ACTIVITY
DATE OF
INJURY
NATURE OF W.C. CLAIM
STATUS
REPORTABLE INCIDENT
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
04/24/2014
Repetitive Use Wrist Injury
Open
N
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 — Yorba Regional Park
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
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
3/26/2014
Safety Committee Meeting
Safety Committee
4/16/2014
Safety Committee Meeting
Safety Committee
5/5/2014
Heat Illness Training — Supervisors /Managers
Safety
5/8/2014
Heat Illness Training — Field Employees
Safety
5/14/2014
Pre Emergency Evacuation Meeting
Safety Committee &
Managers
5/21/2014
Annual OSHA Required Fire Drill /Emergency
Evacuation — District wide
Safety Committee
5/21/2014
Post Fire Drill /Emergency Evacuation recap
Safety Committee &
Managers
5/22/2014
Ergonomic Evaluation of all Customer Service
Department work stations
Safety Coordinator
6/5/2014
Annual Hearing Testing for field employees
Safety
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
27 District staff
workshop conducted by Shay Olivarria (2
scheduled to attend
hours — 7 -9 am
06/25/2014
District hosts Orange County HR Group
-
meeting
As of May 27, 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
-
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 Analyst
1
1
Sr. Construction Inspector
1
1
Sr. Fleet Mechanic
1
1
Sr. Maintenance Distribution Operator
4
4
Sr. Plant Operator
1
1
As of May 27, 2014
FY 2013 -2014 Budgeted Positions
Salary
Range
Position Classification
Budget
Emp
Status /Comments
27
Customer Service Supervisor
1
1
Associate Engineer
1
1
Candidate commenced 05/27/2014.
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
Candidate commenced 05/19/14
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
HR Clerk
0.5
0.5
PT Records Management Clerk
0.5
0
24
GIS Technician
0.5
0
Total
2