HomeMy WebLinkAbout2014-09-15 - Personnel-Risk Management Committee Meeting Agenda PacketYorba Linda
Hater District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL -RISK MANAGEMENT COMMITTEE MEETING
Monday, September 15, 2014, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2. ROLL CALL
COMMITTEE STAFF
Director Phil Hawkins, Chair Marc Marcantonio, General Manager
Director Gary T. Melton Steve Conklin, Engineering 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. 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. Revised Budgeted Positions for Fiscal Year 2014/2015
Recommendation. That the Committee recommend the Board of Directors adopt
Resolution No. 14 -13 Approving the Revised Budgeted Positions for the Remainder
of Fiscal Year 2014115 and Rescinding Resolution No. 14 -04.
4.2. ACWA /JPIA Liability Program Rate Decrease
Recommendation. That the Committee recommend the Board of Directors approve
payment of the Association of California Water Agencies Joint Powers Insurance
Authority's (ACWA/JPIA) invoice for the Auto and General Liability Program dated
August 21, 2014 for the Policy Year October 1, 2014 through October 1, 2015.
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. Personnel -Risk Management Committee Accomplishments 2013 -2014 (Verbal Report)
5.2. Sr. Maintenance Distribution Operator Recruitment
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. Human Resources, Risk Management and Safety Activity (Verbal Report)
5.7. Future Agenda Items and Staff Tasks
6. ADJOURNMENT
6.1. The next Personnel -Risk Management Committee meeting is scheduled to be held
Tuesday, October 14, 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:
11 �
From:
Presented By
Prepared By:
Subject:
SUMMARY:
ITEM NO. 4.1
AGENDA REPORT
September 15, 2014
Personnel -Risk Management
Committee
Funding Source: All Funds
Marc Marcantonio, General
Manager
Marc Marcantonio, General Dept: Human
Manager Resources /Risk
Management
Gina Knight, HR /Risk Manager
Revised Budgeted Positions for Fiscal Year 2014/2015
The District's Board of Directors approves the funding of proposed positions for a given Fiscal Year
during the Budget process. However, there are times circumstance arise that require the Board of
Directors to approve a revision to the Budgeted Positions for a specific Fiscal Year.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors adopt Resolution No. 14 -13 Approving the
Revised Budgeted Positions for the Remainder of Fiscal Year 2014/15 and Rescinding Resolution
No. 14 -04.
DISCUSSION:
During early Fiscal Year 2014/15, the District became aware through an internal assessment that
the District's Public Information Officer position needed to become Manager position. Staff proposes
the following: the present Public Information Officer position be promoted to a Public Information
Manager position. This position will continue to report directly to the General Manager.
The new Public Information Manager position will be placed at Range 33. In addition, this position
will receive a $400 /month auto allowance, deferred compensation match dollar for dollar not to
exceed 2% salary earned per payroll period and 40 hours of pro -rated Management Administrative
Leave. In addition, this new position will be At -Will.
ATTACHMENTS:
Name: Description: Type:
Resolution No. 14- 13.doc Resolution Resolution
Resolution No. 14 -13 - Exhibit A.pdf Exhibit Exhibit
RESOLUTION NO. 14 -13
RESOLUTION OF THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
REVISING THE BUDGETED POSITIONS
FOR THE REMAINDER OF FISCAL YEAR 2014/15
AND RESCINDING RESOLUTION NO. 14 -04
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. 14 -04 on June 12, 2014
approving the budgeted positions for the Fiscal Year 2014/15; and
WHEREAS, it is the desire of the Board of Directors to adopt Budgeted Positions for
the remainder of Fiscal Year 2014/15 as set forth in Exhibit "A" attached
hereto, and to rescind Resolution No. 14 -04.
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
September 25, 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. 14 -04 is hereby rescinded effective September 25,
2014.
Resolution No. 14 -13 Approving Budgeted positions for the Remainder of FY 2014/15
PASSED AND ADOPTED this 25th day of September 2014 by the following called vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Robert R. Kiley, President
Yorba Linda Water District
ATTEST:
Marc Marcantonio, Board Secretary
Yorba Linda Water District
Reviewed as to form by General Counsel:
Arthur G. Kidman, Esq.
Kidman Law LLP
Resolution No. 14 -13 Approving Budgeted positions for the Remainder of FY 2014/15
Exhibit "A"
Resolution No. 14 -13
Budgeted Positions for
FY 2014/2015
Effective September 25, 2014
Proposed
Change
Budgeted
as of
9/25/2014
1
0
1
2
1
9
0
2
2 Y
1
1
0
0
8
1
1
1
1
1
4
1
1
3
1
1
2
1
1
1
4
1
1
1
1
1
1
1
1
1
Budgeted
Salary
as of
Range
Position Classification
7/1/2014
12
Office Clerk
1
15
Customer Service Rep 1
0
16
Meter Reader 1
1
17
Customer Service Rep 11
2
Accounting Assistant 1
1
Maintenance Worker 1
9
Mechanic 1
0
18
Meter Reader 11
2
19
Customer Service Rep 111
2
Records Management Specialist
1
Operations /Warehouse Assistant
1
20
Engineering Technician 1
0
Water Quality Technician 1
0
Maintenance Dist. Operator 11
8
21
Facilities Maintenance
1
Accounting Assistant 11
1
Mechanic 11
1
22
Water Quality Technician 11
1
Information Systems Tech 1
1
23
Maintenance Dist. Operator 111
4
Meter Services Lead
1
Human Resources Technician
1
Plant Operator 11
3
Mechanic 111
1
24
Construction Inspector
1
Engineering Technician 11
2
25
Human Resources Analyst
1
Instrumentation Technician
1
26
GIS Analyst
1
Sr. Maintenance Dist. Operator
4
Sr. Plant Operator
1
Sr. Construction Inspector
1
Sr. Fleet Mechanic
1
27
Customer Service Supervisor
1
Safety and Training Analyst
1
Associate Engineer
1
28
Management Analyst
1
Construction Project Supervisor
1
Programmer Analyst
1
Proposed
Change
Budgeted
as of
9/25/2014
1
0
1
2
1
9
0
2
2 Y
1
1
0
0
8
1
1
1
1
1
4
1
1
3
1
1
2
1
1
1
4
1
1
1
1
1
1
1
1
1
30
Water Maint. Superintendent
1
1
Sr. Accountant
1
1
SCADA Administrator
1
1
Public Information Officer
1 -1
0
IS Administrator
1
1
31
Water Production Superintendent
1
1
Water Quality Engineer
1
1
32
Executive Secretary
1
1
33
Public Information Manager
0 1
1
34
Sr. Project Manager
1
1
37
Human Resources and Risk Manager
1
1
Finance Manager
1
1
Operations Manager
1
1
Engineering Manager
1
1
IT Manager
1
1
Salary
General Manager
1
1
Set by
Board
Total
77 0
77
Salary
Range Position Classification
10 Public Affairs Specialist 0.5 0 0.5 Z
Total 0.5 0 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.
AGENDA REPORT
Meeting Date: September 15, 2014
To: Personnel -Risk Management
Committee
From: Marc Marcantonio, General
Manager
Presented By: Gina Knight, HR /Risk Manager
Budgeted:
Total Budget:
Funding Source:
Account No:
Reviewed by Legal:
Prepared By: Amelia Cloonan, Human
Resources Analyst
Subject: ACWA /JPIA Liability Program Rate Decrease
SUMMARY:
ITEM NO. 4.2
Yes
$243,500
All Funds
1- 7020 - 0690 -20
No
The JPIA Executive Committee approved a ten percent decrease in the Liability Program Rates for
the 2014 -2015 Liability Deposit Premiums.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors approve payment of the Association of
California Water Agencies Joint Powers Insurance Authority's (ACWA/JPIA) invoice for the Auto and
General Liability Program dated August 21, 2014 for the Policy Year October 1, 2014 through
October 1, 2015.
DISCUSSION:
The JPIA Executive Committee approved a ten percent decrease in the rate used to calculate
deposit premiums for participants in the Liability Program. The new rate will be $3.23 per $100 of
payroll. The premium is based on payroll and subject to change based on the member's experience
modifier.
JPIA was able to facilitate the rate reduction as a result of a decrease in the excess insurance costs
relative to last year's projected excess insurance costs and a change in the formula used to allocate
JPIA overhead expenses. Additionally, the estimated loss rate per $100 of payroll from the JPIA's
independent actuary went from 1.73 to 1.71, a decrease of approximately 1.1 %.
The District's basic premium was $190,808 with an E -MOD of 1.1400 equaling a Gross Premium of
$217,521. With a 0.95 multiple program discount factored in, the District's Adjusted Deposit
Premium is $206,645.
STRATEGIC PLAN:
FR 1 -G: Continue to Improve Communications of the Districts Financial Information to the Board of
Directors, Member Agencies, Management, and the Financial Community
PRIOR RELEVANT BOARD ACTION(S):
The Liability Program renewal rates are presented to the Board of Directors each year.
ATTACHMENTS:
Name:
JPIA Liability Program Renewal 2014-
2015 SKMBT C55214091015010.odf
Description:
Invoice Dated 8/21/2014 JPIA Liability Program
Type:
Backup Material
ASSOCIATION OF CALIFORNIA WATER AGENCIES
JPIA JOINT POWERS
INSURANCE AUTHORITY
INVOICE
AUTO and GENERAL LIABILITY PROGRAM
FOR POLICY YEAR 10/1/2014 - 10/1/2015
Member # Y002
Yorba Linda Water District
P.O. Box 309
Yorba Linda, CA 92885 -0309
Invoice Date: 08/21/2014
nFSC'RIPTrnm-
Deposit Premium for the 10/1/2014 -2015 Policy Year
(Due on October 1, 2014)
$206,645.00
WILL BE DELINQUENT AND SUBJECT TO PENALTY AND INTEREST CHARGES, IF NOT
PAID OR POST MARKED BY OCTOBER 31, 2014
PLEASE MAKE CHECK PAYABLE TO:
ACWA/JOINT POWERS INSURANCE AUTHORITY
APPROVED FOR PAYMENT
ACCT
rs
WE
b
AUG 2 8 2014
P. 0. Box 619082, Roseville, CA 95661 -9082 - (800) 231 -5742 - www.acwajpia.com
ACWA /JOINT POWERS INSURANCE AUTHORITY
LIABILITY PROGRAM
E- MOD /PREMIUM CALCULATION WORK SHEET
AT 8/21/2014
Yorba Linda Water District
10/1/2014 -2015 ANNUAL ESTIMATED PAYROLL: $6,146,792
LOSSES FOR PERIOD 1011/2010 THRU 9/30/2013
RETRO ALLOCATION POINT: $25,000
YEAR CLAIM # TOTAL LOSS
RAP
CLAIMS OVER
RAP (or $15,000)*
AMOUNT USED IN
E -MOD CALC
(Capped at $75,000)
10/1/2010 -2011
12 -0468
$217.94
$25,000
$0.00
$0.00
10/1/2010 -2011
12 -0469
$100.00
$25,000
$0.00
$0.00
10/1/2011 -2012
12 -0622
$500.00
$25,000
$0.00
$0.00
10/l/2011-2012
12 -0470
$73.71
$25,000
$0.00
$0.00
10/1/2011 -2012
12 -0486
$334.82
$25,000
$0.00
$0.00
10/1/2011 -2012
12 -0485
$39,295.00
$25,000
$39,295.00
$39,295.00
10/l/2011-2012
12 -0471
$585.00
$25,000
$0.00
$0.00
10/1/2011 -2012
12 -0499
$1,147.51
$25,000
$0.00
$0.00
10/l/2011-2012
12 -0576
$5,600.00
$25,000
$0.00
$0.00
10/1/2011 -2012
12 -0578
$23,416.63
$25,000
$23,416.63
$23,416.63
10/1/2011 -2012
12 -0777
$528.91
$25,000
$0.00
$0.00
10/l/2012-2013
13 -0616
$2,866.01
$25,000
$0.00
$0.00
10/l/2012-2013
14 -0619
$350.00
$25,000
$0.00
$0.00
10/l/2012-2013
13 -0402
$11,456.69
$25,000
$0.00
$0.00
10/l/2012-2013
14 -0618
$16.20
$25,000
$0.00
$0.00
10/1/2012 -2013
13 -0615
$100,001.00
$25,000
$100,001.00
$75,000.00
10/l/2012-2013
14 -0324
$15,000.00
$25,000
$0.00
$0.00
10/l/2012-2013
14 -0622
$60.00
$25,000
$0.00
$0.00
THREE YEAR LOSS
TOTAL
$201,549.42
$162,712.63
$137,711.63
EXPERIENCE MODIFICATION FORMULA
STEP 1
$2,250 + ( Payroll
x P/R Modifier x
( 7 / Log of Payroll ) )
= Basic Premium
$2,250 + ( $6,146,792
x 0.068501 x
( 7 / 15.631441 ) )
_ $190,808
STEP 2
( Three Year Loss Total / 3
) / Basic Premium
= District Rate
( $137,712 / 3
) / $190,808
= 0.2406
STEP 3
District Rate / Average Rate =
Unweighted Modification Factor
0.240576 / 0.166228 =
1.447265
STEP 4
Square root of ( Basic Premium
/ $2,000,000 ) =
Credibility Factor
Square root of ( $190,808
/ $2,000,000 ) =
0.3089
STEP 5
( Credibility Factor x Unweighted Modification Factor )
+ ( 1.0 - Credibility Factor )
_ E -MOD
( 0.3089 x
1.4473 )
+ ( 1.0 - 0.3089 )
= 1.1400
DEPOSIT PREMIUM FORMULA
STEP 1
Basic Premium x E -MOD = Gross Premium
$190,808 x 1.1400 = $217,521
STEP 2 (3 Programs = 5.00 %)
Gross Premium x Multiple Program Discount Factor = Deposit Premium + Adjustment = Adjusted Deposit Premium
$217,521 x 0.95 = $206,645 + $0 = $206,645
THE MINIMUM RAP FOR THE PREMIUM SHOWN ABOVE IS $25,000
YOUR CURRENT RAP IS $25,000
IF YOU WISH TO SELECT A HIGHER RAP, PLEASE CONTACT MEMBER SERVICES
*AMOUNT DERIVED BY DETERMINING THE LOWER OF THE CHOSEN RAP VS $15,000. IF'TOTAL LOSS' COLUMN EXCEEDS
THIS FIGURE THEN THE TOTAL LOSS IS ENTERED HERE.
Meeting Date:
To:
From:
Presented By:
Prepared By:
Subject:
SUMMARY:
ITEM NO. 5.2
AGENDA REPORT
September 15, 2014
Personnel -Risk Management
Committee
Marc Marcantonio, General
Manager
Gina Knight, HR /Risk Manager
Reviewed by Legal: No
Amelia Cloonan, Human
Resources Analyst
Sr. Maintenance Distribution Operator Recruitment
The Sr. Maintenance Distribution Operator in charge of the Valve Crew has announced his
retirement effective November 13, 2014.
DISCUSSION:
The District budgets for four Sr. Maintenance Distribution Operators. The Sr. Maintenance
Distribution Operator in charge of the Valve Crew, Lynn Nuzman, has announced his retirement
effective November 13, 2014. On his retirement, Lynn will have been with the District for 28 years.
An internal recruitment for this position was opened on September 10, 2014, with the recruitment
scheduled to close on September 24, 2014. Qualified internal applicants will be interviewed, and it is
anticipated that the successful candidate will be promoted to the position on October 13, 2014. The
one -month overlap is planned to allow for an orientation period and a smooth transition.
The costs for the one -month overlap in duties will be determined by the grade and step where the
successful candidate is placed.
The promotion of one internal candidate into the Sr. Maintenance Distribution Operation position will
allow for other internal promotional opportunities in the Operations Department.
STRATEGIC PLAN:
WE 2 -D: Develop Methodologies to Assist Employees in Preparing for Advancement
ITEM NO. 5.5
AGENDA REPORT
Meeting Date: September 15, 2014
Subject: Status of Policies and Procedures (Verbal Report)
ATTACHMENTS:
Description: Type:
Status of Policies Procedures 09112014.pdf Status of Policies and Procedures Backup Material
STATUS NUMBER aRIORIT DESCRIPTION
2014/15 7010 -004. 3 Procedure to Conduct a Recruitment
2014/15 7010 -008 2 New Hire Procedure
2014/15 7010 -013 1 Certification / License Reimbursement
7020 -001 1 Risk Management Claims Ha
STATUS OF YLWD POLICIES PROCEDURES
HUMAN RESOURCES DEPARTMENT
DATE LAST REVIEW STAFF COMMENT
APPROVED DEADLINE CONTACTS DATE
_ - - -
12/26/07_ 06/30/15 HR
NEW 06/30/15 BM_��
11/19/92 06/30/15 AC Oi 9/08/14
04/22/09 I 06/30/15 GK /AC
10 /29/92 06/30/15 AC /SAFETY
j NEW 06/30/15 AC 04/08/14
2014/15 7020 -002 2 DMV Pull Notice Program / Driver Record Review
2014/15 7020 -003 3 Use of District Facilities
2014/15 7020 -011 1 Drug and Alcohol Free Workplace
2014/15 7020 -004 3 Employee's Responsibility for Maintenance of District Vehicles 11/19/92 06/30/15 GK
2014/15 7020 -012 1 Occupational Injury and /or Illness Reporting Procedures 10/31/05 06/30/15 AC /SAFETY
2014/15 7030 -010 1 Electrical Safety Program NEW 06/30/15 AC /SAFETY
2014/15 7030 -013 1 Fall Protection NEW 06/30/15 SAFETY
COMMENTS
Draft in Preparation /Review by HR
Submitted to Legal Counsel for review.
2014/15
7030 -007
3
, 1
Blood Borne Pathogen Program
Injury / Illness Prevention Program (IIPP)
NEW
NEW
06/30/15
06/30/15
SAFETY
HR /SAFETY i
09/10/14 Only 2 Managers responded with changes
2014/15 7030 -012
2014/15
7030 -008
1
Trenching, Shoring and Excavation Program
NEW
06/30/15
SAFETY 1
_
2014/15
7030-015
1
Confined Space Program
NEW
06/30/15
HR /SAFETY
09/10/14 Final Draft under review by HR /Safety
2014/15
7030 -009
}— 2
Hazard Communications / GHS Program
NEW
06/30/15
SAFETY
2014/15
7030 -022
2
Accident Investigation
NEW
06/30/15
HR /SAFETY '
09/10/14 Final Draft under review by HR /Safety
2014/15
7030 -025
3
Safety Guidelines for Uniform Shorts
06/30/15
AC
2015/16
7020 -005
1
Risk Management Administration Policy
NEW
06/30/16
GK /AC
2015/16
7020 -007
3
District Sponsored Recreation Activities
06/30/16
AC
2015/16
7020 -008
2
Automobile Insurability and Driver's License Requirements
NEW
06/30/16
GK
2015/16
7020 -010
3
Use of Private Vehicles for District Use
12/04/92
06/30/16
GK
2015/16
7020 -013
1
Risk Transfer
NEW
06/30/16
GK /AC
2015/16
7020 -014
1
Work Place Violence / Office Security
NEW
06/30/16
BM
2015/16
7030 -011
1
Lock Out /Tag Out (LOTO)
NEW
06/30/16
SAFETY
2015/16
7030 -014
2
Hearing Conservation Program
NEW
06/30/16
SAFETY
2015/16
7030 -019
2
Respiratory Protection Program
NEW
06/30/16
SAFETY
2015/16
7030 -017
3
Personal Protective Equipment Program
NEW
06/30/16
SAFETY
2015/16
7030 -020
3
Ladder Safety Program
NEW
06/30/16
SAFETY
2016/17
7020 -006
2
Use of District Vehicles
09/07/9:
06/30/17
AC /SAFETY
i
2016/17
7020 -009
3
Security of District Facilities
04/02/92
06/30/17
GK /SAFETY ,
J
2016/17
7030 -003
1
Department of Transportation
06/12/9`,
06/30/17 GK /SAFETY
; =i Draft under review by HR /Safety r
2016/17
7030 -004
2
Welding and Cutting Program
NEW
06/30/17
SAFETY
2016/17
2016/17
2016/17
7030 -006
7030 -005
7030 -016
3
3
3
Respond to OSHA Protocol
Forklift Safety Procedure
Ergonomics Program ......- ..__
NEW 06/30/17
NEW 06/30/17_
06/30/17
SAFETY
SAFETY
SAFETY
��11
... ..__ ............. .......... .... ..... ....... _...... ._._ ....
2016/17
2016/17
7030 -018
7030
1
Asbestos Program
Traffic Control Flagging Procedure
NEW
NEW
06/30/17
06/30/17
SAFETY
SAFETY
-0231
and
2016/17
7030 -024
, 2
Machine and Equipment Guarding Program
NEW
06/30/17
SAFETY
Approved
7010 -014
Safety Footwear Allowance
07/21/14
06/30/16
BM /SAFETY
07/30/14 Revised and Distributed.
Approved
7010 -001
Family Care and Medical Leave Act 07/15/10
06/30/16
AC
05/28/14 Reviewed. No updates at this time.
Approved
7010 -002
Emergency Leave
11/19/09
06/30/15
GK
^NN�uvcu iviu -uu �ci mr�NNcaianw ui uuNwycc� ��v� w�.,u��� vi�vy l� � �ocu ��uu«.u.
7010 - Human Resources 7020 - Risk Management 7030 - Safety
- Last 30 Days
STATUS OF YLWD POLICIES PROCEDURES
HUMAN RESOURCES DEPARTMENT
STATUS
NUMBER �RIORIT
DESCRIPTION
DATE LAST
REVIEW
STAFF
? COMMENT
COMMENTS
APPROVED-
DEADLINE
CONTACTS; DATE
Approved
7010 -005
Harassment / Discrimination / Retaliation Prevention
06/30/15
GK
Approved
7010 -006
Educational Reimbursement
04/23/14
06/30/16
HR
07/02/14
Revised. Final Draft Completed. In review.
Approved
7010 -007
Employee Time Off Request
06/11/14
06/30/16
GK
07/02/14
Revised and Distributed.
Approved
7010 -009
Separation / Termination of Employment
06/09/14
06/30/16
AC
07/02/14
Developed and Distributed.
Approved
7010 -010
Employee Performance Evaluations and Merit Increases
06/09/14
06/30/16
GK
07/02/14
Revised and Distributed.
Approved
7010 -011
Internship Policy
06/11/14
06/30/16
GK /AC
07/02/14
_
Revised and Distributed.
Approved
7010 -012
Employment Verifications
06/11/14
06/30/16
BM
07/02/14
Developed and Distributed.
Approved 7030 -001
Approved 7030 -002
Approved 7030 -021
Use of Traffic Cones and Vehicle Backing
Emergency/ Fire Evacuation Plan
Heat Illness Prevention Program
8 06/30/15 GK
1 06/30/15 HR
3 06/30/15 AC /BM
7010 - Human Resources 7020 - Risk Management 7030 - Safety
Over 1 Year Over 3U D,iy, Last 30 Days
AGENDA REPORT
Meeting Date: September 15, 2014
ITEM NO. 5.6
Dept: Human
Resources /Risk
Management
Subject: Human Resources, Risk Management and Safety Activity (Verbal Report)
ATTACHMENTS:
Description: Type:
HR Dept Activity 09082014.pdf HR Dept Activity 09082014 Backup Material
Authorized Positions 09112014.pdf Budgeted Positions 09112014 Backup Material
HR DEPARTMENT ACTIVITY
FISCAL 2014 -2015
TRAINING — ON SITE /OFF SITE
DATE
CLASSNENDOR
ATTENDANCE
7/10/2014
Public Agency Safety Management
1 Safety employee attended
Association (PASMA) Conference —
commenced employment 6/30/2014.
OSHA Regulations
One successful candidate
7/23/2014
Fall Protection Competent Person
1 Safety employee attended
07/07/2014
Training
Successful internal candidate
7/29 &
ACWA Southern California Annual
2 District employees attended
7/31/2014
Conference
Recruitment closes 9/2412014
816- 9/3/2014
Certified Occupational Safety
1 Safety employee completed program
09/15/2014
Specialist (COSS) Training one -day
on 9/3/2014.
per week for 5 weeks
8/14/2014
LCW Webinar Defending Your Agency
3 HR staff attended
in a CalPERS Audit
8/19/2014
Two sessions of CPR Refresher
22 employees attended
Training (Rescue 411)
8/20/2014
CalPERS Disability Workshop
3 HR staff attended
8/21/2014
ACWA/JPIA Confined Space Entry
28 employees attended
Training
8/21/2014
ACWA/JPIA Traffic Control and
22 employees attended
Fla ger Training
9/4/2014
Public Agency Risk Management
Association (PARMA) training
2 HR staff attended
Releases: A Liability Shield
9/16/2014 1
Initial CPR Training (Rescue 411)
30 employees are scheduled to attend
RECRUITMENTS
MONTH
POSITION
APPLICATIONS PROCESSED.
3/30/2014
Maintenance Worker I
One successful candidate
commenced employment 6/30/2014.
One successful candidate
commenced employment 8/04/2014.
07/07/2014
Office Clerk (Internal Recruitment)
Successful internal candidate
assumed position on 7/22/2014.
09/10/2014
Sr. Maintenance Distribution Operator
Recruitment closes 9/2412014
(Internal Recruitment)
09/15/2014
Public Affairs Specialist
Recruitment closes 09/29/2014
09/08/2014
CURRENT RISK MANAGEMENT /TORT CLAIM ACTIVITY
DATE OF
NATURE OF RISK
ACTION TAKEN
CLAIM HANDLED BY
ISSUE/ CLAIM
MANAGEMENT
AMOUNTOF CLAIM
DISTRICT
REC'D
RELATED ISSUE /CLAIM
&SUBMITTED TO
07/17/2014
Damage to District
$2,294.93
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. No invoices
Hospital (Tenet
8/13/2013. Board
have been submitted to
Healthcare Corporation for
rejected and referred
date by Claimant.
loss that occurred
the claim to ACWA/
4/10/2013.
JPIA on 9/12/2013.
Jan 21, 2014
Main Line Break
Claim form provided to
8/13/14 checked with
Meadowview Drive. Water
homeowner's
ACWA/JPIA. They have
damage to property.
representative.
been in contact with
claimant's represen-
tative. Still awating
homeowner's release.
Check for $11,302.12
being held.
May 30, 2014
Water loss causing
Claim denied
N/A
property damage of
06/11/2014 — not in
$8,538.53
District boundaries
July 7, 2014
Claim for damage to water
Claim denied. Board
ACWA assigned an
heater Woodhaven Drive
rejected claim on
incident number. This
8/14/2014.
may not reach a claim
status.
Sept 9, 2014
Claim for plumbing bill
Claim in process of
related to repair of water
investigation
meter Soehar'ono)
Sept 9, 2014
Water meter failure &
Claim in process of
repair caused debris to
investigation
backup in sinks, tub, toilet
tanks & water softener
(Austell)
DISTRICT'S CLAIMS ON THE ACWA/JPIA LIABILITY INSURANCE PROGRAM
DATE OF
NATURE OF RISK
CLAIM SUBMITTED TO
INCIDENT
MANAGEMENT
AMOUNTOF CLAIM
ACWA/JPIA
RELATED ISSUE /CLAIM
07/17/2014
Damage to District
$2,294.93
District completed repairs.
Vehicle #204
Invoice rec'd. ACWA will
reimburse minus $500.00
deductible.
09/08/2014
CURRENT WORKERS COMPENSATION ACTIVITY
DATE OF
NATURE OF W.C. CLAIM
STATUS
REPORTABLE
INJURY
Admin
09/10/2014
INCIDENT
12/09/2013
Needle from sewer
Open
Yes
10/15/2014
punctured employee's hand
HR
10/22/2014
04/24/2014
Repetitive Use Wrist Injury
Open
Yes
DISTRICT EMPLOYEE ACTIVITIES /FUNCTIONS
MONTH
ACTIVITY /FUNCTION
DEPARTMENT
09/1012014
All Hands Meeting
Admin
09/10/2014
Hot Tap Demo and Horseshoe Competition
Ops
10/812014
Lincoln Financial Presentation at District
HR
10/15/2014
Nationwide Financial Presentation at District
HR
10/22/2014
Health Benefits Fair
HR
11/4/2014
TAG at District for FSA and Optional Insurance
si nups
HR
12/17/2014
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
8/26/2014
Safety Committee Meeting
Safety
8/28/2014
Air Tank Inspections (Compressors & Vessels)
Safety
9/2/2014
Preliminary safety training and recertification
schedule created for Operations for calendar
year 2015.
Safety
09/08/2014
HR ACTIVITIES /FUNCTIONS
MONTH
ACTIVITY /FUNCTION
DEPARTMENT
07/09/2014
Met with Wells Fargo Broker and Reps
regarding 2015 health /benefits
HR
09/08/2014
Budgeted Positions
FY 2014 -2015
Salary
Range
Position Classification
Budget
Emp
Status /Comments
1 -11
(Temporary Help)
0
0
12
Office Clerk
1
1
13
14
15
Customer Service Representative 1
0
0
16
Meter Reader 1
1
1
17
Accounting Assistant 1
1
1
Customer Service Representative II
2
3
One CSR 11 is under filling one CSR III position.
Maintenance Worker 1
9
8
One Maintenance Worker I on acting assignment.
18
Meter Reader II
2
2
19
Customer Service Representative 111
2
1
Operations/Warehouse Assistant
1
1
Records Management Specialist
1
1
20
Engineering Technician 1
0
0
Maintenance Distribution Operator 11
8
8
Water Quality Technician 1
0
0
21
Accounting Assistant II
1
1
Facilities Maintenance
1
1
Mechanic II
1
1
22
Information Systems Technician 1
1
1
Water Quality Technician 11
1
1
23
Human Resources Technician
1
1
Maintenance Distribution Operator III
4
4
Meter Services Lead
1
1
Mechanic 111
1
1
Plant Operator II
3
3
Safety and Training Technician
0
1
Under filling Safety and Training Analyst.
24
Construction Inspector
1
1
Engineering Technician II
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
Updated 9/10/2014 Page 1 of 2
Budgeted Positions
FY 2014 -2015
Salary
Range
Position Classification
Budget
Emp
Status /Comments
27
Associate Engineer
1
1
Customer Service Supervisor
1
1
Safety and Training Analyst
1
0
Under filled with Safety/Training Tech effective 7/1/2014.
One Maintenance Worker I serving as Acting
Safety/Training Tech.
28
Construction Project Supervisor
1
1
Management Analyst
1
1
Programmer Analyst
1
1
30
Information Systems Administrator
1
1
On acting assignment.
Public Information Officer
1
1
SCADA Administrator
1
1
Sr. Accountant
1
1
Water Maintenance Superintendent
1
1
31
Water Production Superintendent
1
1
Water Quality Engineer
1
1
32
Executive Secretary
1
1
34
Sr. Project Manager
1
1
37
Engineering Manager
1
1
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
1
General Manager joined the District on 9/2/2014.
Total
75
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
Updated 9/10/2014 Page 2 of 2