HomeMy WebLinkAbout2014-07-08 - Personnel-Risk Management Committee Meeting Agenda PacketYorba Linda
Hater District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL -RISK MANAGEMENT COMMITTEE MEETING
Tuesday, July 8, 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. 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 Assessment of Job Descriptions and Titles (Verbal Report)
4.2. Status of Performance Evaluations (Verbal Report)
4.3. Status of Educational Reimbursement Policy (Verbal Report)
4.4. Status of Policies and Procedures (Verbal Report)
4.5. Status of Revision of the District's Personnel Rules (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, August 12, 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: July 8, 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.
One candidate selected for the Maintenance Worker I position joined the District on June 30, 2014.
An additional Maintenance Worker I candidate will join the District on a date still to be determined
based on successful completion of background checks.
A part -time internal candidate from the Human Resources Department was assigned to the
Operations Department as the Acting Office Clerk on June 30, 2014.
An internal candidate was assigned as the Acting Safety and Training Technician under filling the
Safety and Training Analyst position. The employee was transferred from the Operations
Department to the Human Resources /Risk Management Department on July 1, 2014 on a
temporary basis.
ATTACHMENTS:
Name: Description: Type:
HR DEPARTMENT ACTIVITY fiscal 2013 -
2014 PRM Committee 07- 01- 2014.doc HR Department Activity Backup Material
Budgeted Positions 07- 01- 2014.xlsx 2014 -2015 Budgeted Positions Backup Material
HR DEPARTMENT ACTIVITY
FISCAL 20142015
TRAINING — ON SITE /OFF SITE
DATE VENDOR CLASS TITLE
6/4/2014 Verbal Judo presented by Lee Felstad 32 District employees attended
RECRUITMENTS
MONTH
POSITION
APPLICATIONS PROCESSED
3/30/2014
Maintenance Worker 1
9 candidates interviewed
DISTRICT
5/22/2014. One candidate
RELATED ISSUE /CLAIM
selected. Commenced
employment 06/30/2014.
ACWA/J PIA
July 31, 2013
13 candidates interviewed
The item taken to the
ACWA /JPIA is handling
6/17/2014. One candidate
at Placentia -Linda
PRM committee on
selected. Background check in
Hospital (Tenet
process.
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/J PIA
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.
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.
May 30, 2014
Water loss causing
Claim denied
N/A
property damage of
06/11/2014 — not in
$8,538.53
District boundaries
07/01/2014
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
INJURY
OPS & HR
Dec. 17, 2014
Holiday Luncheon
CURRENT WORKERS COMPENSATION ACTIVITY
DATE OF
NATURE OF W.C. CLAIM
STATUS
REPORTABLE INCIDENT
INJURY
OPS & HR
Dec. 17, 2014
Holiday Luncheon
12/09/2013
Needle from sewer
Open
Yes
punctured employee's hand
04/24/2014
Repetitive Use Wrist Injury
Open
Yes
DISTRICT EMPLOYEE ACTIVITIES /FUNCTIONS
MONTH
ACTIVITY /FUNCTION
DEPARTMENT
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
7/9/2014
Noise assessment of four wells and Highland
Booster Station
Safety
HR ACTIVITIES /FUNCTIONS
MONTH
ACTIVITY /FUNCTION
DEPARTMENT
07/09/2014
Meet with Wells Fargo Broker and Reps
regarding 2015 health /benefits
07/01/2014
As of July 1, 2014
FY 2014 -2015
Budgeted Positions
Salary
Range
Position Classification
Budget
Emp
Status /Comments
1 -11
(Temporary Help)
0
0
12
Office Clerk
1
1
HR Clerk serving as Acting Office Clerk
13
14
15
Customer Service Representative 1
0
0
16
Meter Reader 1
1
1
One position on hold.
17
Accounting Assistant 1
1
1
Customer Service Representative 11
2
3
One CSR 11 is under filling one CSR III position
Maintenance Worker 1
9
7
One newly hired employee joined 6/30/2014.
Background check in process for 2nd successful
candidate. One Maintenance Worker I on acting
assignment.
18
Meter Reader 11
2
2
19
Customer Service Representative 111
2
1
Records Management Specialist
1
1
,Operations/Warehouse 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 11
1
1
23
Maintenance Distribution Operator 111
4
4
Meter Services Lead
1
1
Mechanic 111
1
1
Human Resources Technician
1
1
Safety and Training Technician
0
1
Under filling Safety and Training Analyst
Plant Operator 11
3
3
24
lConstruction 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 July 1, 2014
FY 2014 -2015
Budgeted Positions
Salary
Range
Position Classification
Budget
Emp
Status /Comments
27
Customer Service Supervisor
1
1
Safety and Training Analyst
1
1
Under filled with a Safety /Training Tech 07/01/2014. A
Maintenance Worker I serving as an Acting
Safety /Training Tech.
Associate Engineer
1
1
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
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
Temporarily filled through Acting Assignment by
Engineering Manager.
Total
FY 2014 -2015 Budgeted
Temporary, Part- Time /Intern Positions
Salary
Range
Position Classification
Budget
Emp
Status /Comments
1 -11
Public Affairs Specialist
0.5
0
Job Spec under review.
Total
0.5
0