Loading...
HomeMy WebLinkAbout2014-12-16 - Personnel-Risk Management Committee Meeting Agenda PacketYorba Linda Hater District AGENDA YORBA LINDA WATER DISTRICT PERSONNEL -RISK MANAGEMENT COMMITTEE MEETING Tuesday, December 16, 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 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. ACWA Joint Powers Insurance Authority President's Special Recognition Award 4.2. Human Resources, Risk Management and Safety Activity 4.3. Status of Policies and Procedures 4.4. Status of Performance Evaluations (Verbal Report) 4.5. Future Agenda Items and Staff Tasks 5. ADJOURNMENT 5.1. The next Personnel -Risk Management Committee meeting is scheduled to be held Tuesday, January 13, 2015 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. 4.1 AGENDA REPORT Meeting Date: December 16, 2014 To: Personnel -Risk Management Committee From: Gina Knight, HR /Risk Manager Presented By: Gina Knight, HR /Risk Manager Dept: Human Resources /Risk Management Prepared By: Amelia Cloonan, Human Resources Analyst Subject: ACWA Joint Powers Insurance Authority President's Special Recognition Award SUMMARY: Each year the Joint Powers Insurance Authority recognizes members with a loss ratio of 20% or less in either the Liability, Property or Workers' Compensation programs (loss ratio = total losses /total premiums). DISCUSSION: At its Fall Conference each year, the Joint Powers Insurance Authority (JPIA) recognizes members with a Loss Ratio of 20% or less in either the Liability, Property or Workers' Compensation programs. Members receive the President's Special Recognition Award Certificate for each of the programs for which they qualify. The Yorba Linda Water District has received this special recognition for a low ratio of "Paid Claims and Case Reserves" to "Deposit Premiums" in the Property Program for the period 4/10/10 through 3/13/13. The District also received this special recognition for the period 7/01/10 through 6/30/13 for the Workers' Compensation Program. ATTACHMENTS: dme: Description: Type: JPIA Awards SKMBT C55214121012350.pdf JPIA President's Special Recognition Awards Backup Material © GOES 3462 LITHO IN U.S.A. AGENDA REPORT Meeting Date: December 16, 2014 ITEM NO. 4.2 Subject: Human Resources, Risk Management and Safety Activity ATTACHMENTS: Description: HR Dept Activity 12102014 SKMBT C55214121013510.pdf HR Department Activity Type: Backup Material Budgeted Positions 12102014 SKMBT C55214121013511.pdf Budgeted Positions Backup Material HR DEPARTMENT ACTIVITY FISCAL 2014 -2015 TRAINING — ON SITE /OFF SITE DATE CLASSIVENDOR ATTENDANCE 9/4/2014 Public Agency Risk Management Association Successful internal candidate ( PARMA) training: Releases: A Liability Shield 2 HR staff attended 9/16/2014 Initial CPR Training (Rescue 411) 24 employees attended 9/17/2014 LCW training: Checking References: The Most 3 HR staff attended Important Part of the Hiring Process Successful candidate promoted on 9/24/2014 Use of Temporary Staff in Public Sector Agencies 3 HR staff attended 09/15/2014 — presented by OCWA Final candidate commenced 11/13/2014 LCW training: Public Sector Employment Law 1 HR staff attended 10/27/2014 Update Recruitment opened 10/27/2014 and 11/13/2014 LCW training: Employees Due Process Rights 1 HR staff and GM attended and Skelly tested 12/0412014. First interviews 12/03/2014 Public Records Act Webinar 4 staff attended 12/10/2014 WEROC presented NIMS /SIMS training at 6 staff attended 11/03/2014 Moulton Niguel Water District Successful candidate started 12/11/2014 PARMA Seminar (Public Agency Risk 2 staff attended mid - January Management Association) Anticipated recruitment. RECRUITMENTS MONTH POSITION APPLICATIONS PROCESSED 07/07/2014 Office Clerk (Internal Recruitment) Successful internal candidate assumed position on 7/22/2014. 09/10/2014 Sr. Maintenance Distribution Operator Interviews conducted on October 1, (Internal Recruitment) 2014 by an external panel. Successful candidate promoted on October 5, 2014. 09/15/2014 Public Affairs Specialist Final candidate commenced employ ment 11/17/2014. 10/27/2014 Customer Service Representative II Recruitment opened 10/27/2014 and closed 11/09/2014. 48 candidates tested 12/0412014. First interviews 12/18/2014. Second interviews 1/6/201 . 11/03/2014 Maintenance Distribution Operator III Successful candidate started 11/30/2014. mid - January Maintenance Worker I Anticipated recruitment. 2015 12/16/2014 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 7/31/2013 Claim received for incident The item taken to the ACWA/JPIA is handling at Placentia -Linda PRM committee on the claim. To date no Hospital (Tenet 8/13/2013. Board invoices have been Healthcare Corporation for rejected and referred submitted by Claimant. loss that occurred the claim to ACWA/ 4/10/2013. JPIA on 9/12/2013. 01/21/2014 Main Line Break Claim form provided to Still awaiting Meadowview Drive. Water homeowner's homeowner's release. damage to property. representative. Check for $11,302.12 being held. 07/07/2014 Claim for damage to water Claim denied. Board ACWA assigned heater Woodhaven Drive rejected claim on incident number. May 8/14/2014. not reach claim status. 09/09/2014 Claim for plumbing bill Claim investigated. Board rejected claim related to repair of water and referred it to meter (Soeharjono) ACWA/JPIA at its meeting held 10/21/14. 09/09/2014 Water meter failure & Claim investigated. Board rejected claim repair caused debris to and referred it to backup in sinks, tub, toilet ACWA/JPIA at its tanks & water softener meeting held 10/21/14. (Austell) 09/23/2014 Trip and fall accident claim Claim investigated. Board rejected claim submitted by Brett and referred it to Murdock, Esq. (for Worth) ACWA/JPIA at its meeting held 10/21/14. 10/16/2014 YLWD valve cover in the Claim investigated. District is awaiting road struck auto and contact by claimant's damaged transmission. insurance carrier. 10/12/2014 YLWD performed repairs Claim under in street. Claimant investigation. believes damaged was caused to his line. 10/21/2014 Claimant states that Claim under pressure from broken investigation meter caused their pipe to break. 12/16/2014 DISTRICT'S CLAIMS ON THE ACWA/JPIA LIABILITY INSURANCE PROGRAM DATE OF NATURE OF RISK STATUS CLAIM SUBMITTED TO INCIDENT MANAGEMENT AMOUNTOF CLAIM ACWA/JPIA 04/24/2014 RELATED ISSUE /CLAIM Open Yes 07/17/2014 Damage to District $2,294.93 District completed repairs. Health Benefits Fair Vehicle #204 11/4/2014 ACWA reimbursed District HR 11/12/2014 International Potluck minus $500.00 deductible. CURRENT WORKERS COMPENSATION ACTIVITY DATE OF INJURY NATURE OF W.C. CLAIM STATUS REPORTABLE INCIDENT 12/09/2013 Needle from sewer punctured employee's hand Open Yes 04/24/2014 Repetitive Use Wrist Injury Open Yes 09/25/2014 Knee strain /sprain Open Yes DISTRICT EMPLOYEE ACTIVITIES /FUNCTIONS MONTH ACTIVITY /FUNCTION DEPARTMENT 09/10/2014 All Hands Meeting Admin 09/10/2014 Hot Tap Demo and Horseshoe Competition Ops 10/8/2014 Lincoln Financial Presentation at District HR 10115/2014 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 11/12/2014 International Potluck Admin 12/17/2014 Holiday Luncheon Admin & HR 12/16/2014 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 calendar created for Operations for 2015. Safety 9/23/2014 Held first tailgate meetings with staff of the Engineering Department and HR /Risk Mgmt Safety 9/23/2014 Initiated Safety Incentive Program — Safety W.O.R.K.S. We.Observe. Recognize. Know. Safety. Safety 10/15/2014 Safety Fest — 7ffi Annual County -Wide, with state- approved training sessions Safety 10116/2014 Great Shake -Out earthquake drill Safety 10/22/2014 Disaster Preparedness Academy (American Red Cross) emergency action training Safety 10/29/2014 Safety Committee meeting Safety 11/05/2014 WEROC tabletop exercise at YLWD Safety 11/5/2014 Webinar: Addressing Concerns on Ebola in Wastewater, presented by Water Environmental Federation (WEF). Three staff attended Safety 11/06/2014 AWWA Webinar: Addressing Concerns on Ebola Safety 11/13/2014 Public Agency Safety Management Association (PASMA) meeting Safety 11/18, 20 & 26/ 2014 District wide Hazard Communication System and Global Harmonization System (HCS /GHS) training Safety 11/20/2014 ACWA/JPIA Competent person training Safety 11/25 and 12/1 & 4/ 2014 Safety tail gate "Individual Quality Makes the Difference" (Engineering /Accounting /IT) Safety 12/02/2014 ACWA/JPIA ACP /Asbestos training for Operations Safety 12/16/2014 HR ACTIVITIES /FUNCTIONS MONTH ACTIVITY /FUNCTION DEPARTMENT 07/09/2014 Met with Wells Fargo Broker and Reps HR regarding 2015 health /benefits 10/1/2014 Distributed Open Enrollment materials for HR health and dental for 01/01/2015 to directors, employees, retirees and COBRA enrollees. 10/02/2014 & Preliminary preparation for labor negotiations HR /GM 10/07/2014 11/05/2014 LCW Orange County Consortium Planning HR meeting 12/16/2014 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 1 Maintenance Worker 1 9 8 One Maintenance Worker I on acting assignment. 18 Meter Reader II 2 2 19 Customer Service Representative III 2 2 One CSR II is under filling one CSR III position. Operations/Warehouse Assistant 1 1 Records Management Specialist 1 1 20 Engineering Technician 1 0 0 Maintenance Distribution Operator II 8 7 One Maint. Dist. Op. 11 was promoted on 11130/2014 to a Maint. Dist. Op. III. 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 II 1 1 23 Human Resources Technician 1 1 Maintenance Distribution Operator III 4 4 Meter Services Lead 1 1 Mechanic III 1 1 Plant Operator II 3 3 ISafety 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 12/10/2014 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 0 Position reclassified to Public Information Manager. 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 33 Public Information Manager 0 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 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 0.5 Selected candidate joined the District on 11/17/2014. Total 0.5 0.5 Updated 12/10/2014 Page 2 of 2 ITEM NO. 4.3 AGENDA REPORT Meeting Date: December 16, 2014 Subject: Status of Policies and Procedures ATTACHMENTS: Description: Type: 12102014 Policies & Procedures Excel Policies Procedures List SKMBT 055214121013180 12102014.pdf Spreadsheet Backup Material STATUS OF YLWD POLICIES PROCEDURES HUMAN RESOURCES DEPARTMENT _____.._____ ____.___. .._ .............._._.__._.._._. _._.__.._. ........ _ ... ................ _.___...._._____.. ------------ _ .____.._ .._._ _._..._ ......... ..... _ ......... ............. ....... _._.. ... __............... _ ... ..._....._.__.._._.... _.. ...........__.._._.__._.._...._ .._ __._... _._.__..._.. _._....__...._._.__ ._._._ STATUS NUMBER >RIORIT DESCRIPTION DATE LAST REVIEW STAFF E COMMENT APPROVED! DEADLINE CONTACTS ; DATE COMMENTS 2014/15 7010 -004 3 Procedure to Conduct a Recruitment 12/26/07 1 06/30/15 HR 2015/16 7030 -014 2014/15 7010 -008 2 New Hire Procedure NEW 06/30/15 BM 2 Respiratory Protection Program 2014/15 7010 -013 1 Certification / License Reimbursement 06/30/15 AC 12/09/14 Draft Prepared /HR to Review 11/19/92 2014/15 7020 -001 1 Risk Management Claims Handling 04 /22/09 06/30/15 GK /AC SAFETY 2016/17 2014/15 7020 -002 2 DMV Pull Notice Program / Driver Record Review 10/29/92 06/30/15 AC /SAFETY 2014/15 7020 -003 3 Use of District Facilities NEW 06/30/15 AC 04/08/14 Submitted to Legal Counsel for review. 2014/15 7020 -011 1 Drug and Alcohol Free Workplace 01/04/02 06/30/15 GK 12/09/14 Original Policy into 2 Separate policies 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 07/30/14 Revised and Distributed. 2014/15 7030 -010 1 Electrical Safety Program NEW 06/30/15 AC /SAFETY AC 05/28/14 2014/15 7030 -013 1 Fall Protection NEW 06/30/15 SAFETY 06/30/15 GK 2014/15 7030 -007 3 Blood Borne Pathogen Program NEW 06/30/15 SAFETY 03/27/09 06/30/15 2014/15 7030 -012 1 Injury / Illness Prevention Program (IIPP) NEW 06/30/15 HR /SAFETY _ 2/09/ . 610 to review Final Draft 2014/15 7030 -008 _ 1 Trenching, Shoring and Excavation Program NEW 06/30/15 SAFETY 2014/15 7030-015 1 Confined Space Program NEW 06/30/15 HR /SAFETY 09!10/14 Final Draft under review by HI;,`�afety� 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/! -a Final Draft under review by HR /Safety 2014/15 7030 -025 3 Safety Guidelines for Uniform Shorts 06/30/15 AC 12/09/14 Policy Reviewed. No changes. 02/10/10 2015/16 7020 -005 1 Risk Management Administration Policy NEW 06/30/16 GK /AC 2015/16 2015/16 7020 -007 7020 -008 3 2 District Sponsored Recreation Activities ;2_ 06/30/16 Automobile Insurability and Driver's License Requirements NEW 1 06/30/16 AC 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 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 L.. 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 f 09/07/95 , 06/30/17 AC /SAFETY 2016/17 7020 -009 3 Security of District Facilities 1 04/02/92 I 06/30/17 GK /SAFETY 2016/17 7030 -003 1 Department of Transportation 06/12/95 06/30/17 GK /SAFETY /10/] 11 Draft under review by HRiSafety 2016/17 7030 -004 2 Welding and Cutting Program NEW 06/30/17 SAFETY 2016/17 7030 -006 3 Respond to OSHA Protocol NEW 06/30/17 SAFETY 2016/17 7030 -005 3 Forklift Safety Procedure NEW 06/30/17 SAFETY 2016/17 7030 -016 3 Ergonomics Program NEW 06/30/17 SAFETY 2016/17 7030 -018 ; 1 Asbestos Program NEW 06/30/17 SAFETY 2016/17 7030 -023 1 Traffic Control and Flagging Procedure NEW 06/30/17 SAFETY 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 Approved 7010 -003 Personal Appearance of Employees 03/27/09 06/30/15 AC 07/02/14 Revised and Distributed. 7010 - Human Resources 7020 - Risk Management 7030 - Safety Over 1 Year Wet 3u Uays Last 30 Days STATUS OF YLWD POLICIES PROCEDURES HUMAN RESOURCES DEPARTMENT STATUS .........................__........_...__...._._...__.._...__.._____._____________.._______._____ ........ ._...................._._ ._..____ __.__.___-___._. NUMBER 3RIORIT DESCRIPTION __._..._........._. ___...._..... DATE LAST . REVIEW I STAFF €COMMENT COMMENTS 7030 -002 Emergency/ Fire Evacuation Plan APPROVED' DEADLINE CONTACTS: DATE 7030 -021 Approved 7010 -005 Harassment / Discrimination / Retaliation Prevention 05/13/13 03/28/13 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 !�tEmployee Time Off Request 06/11/14 06/30/16 GK 07/02/14 Revised and Distributed. Approved 7010 -009 1 !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 I Internship Policy 06/11/14 06/30/16 GK /AC 07/02/14 Revised and Distributed. Approved 7010 -012 1 I Employment Verifications 06/11/14 06/30/16 BM 07/02/14 Developed and Distributed. Approved 7030 -001 ,Use of Traffic Cones and Vehicle Backing 06/06/08 06/30/15 Approved 7030 -002 Emergency/ Fire Evacuation Plan 01/22/11 1 06/30/15 Approved 7030 -021 Heat Illness Prevention Program 05/13/13 06/30/15 GK HR AC /BM 7010 - Human Resources 7020 - Risk Management 7030 - Safety Over 1 Year Over dU Uays Last 30 Days