HomeMy WebLinkAbout2008-09-22 - Personnel-Risk Management Committee Meeting Agenda Packet•
Yorba Linda
Water District
PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING
Monday, September 22, 2008, 4:00 p.m.
1717 E. Miraloma Avenue, Placentia, CA 92870 - Tel: (714) 701-3020
ITEMS DISTRIBUTED TO THE BOARD COMMITTEE LESS THAN 72 HOURS PRIOR
TO MEETING
Pursuant to Government Code section 54957.5, non-exempt public records that relate to open session agenda items and
are distributed to the Board 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 htto://www.vlwdO.vlwd.com.
AGENDA
•
•
COMMITTEE: STAFF:
Director Paul R. Armstrong, Chair Michael A. Payne, General Manager
Director Ric Collett Ken Vecchiarelli, Asst. General Manager
Alternate: John W Summerfield Gina Knight, HR Manager
INTRODUCTION OF VISITORS AND 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.
ACTION ITEMS:
This portion of the agenda is for items where staff presentations and committee discussions are needed prior to
formal committee actions.
Consider Approval of Position
Project Manager and separatio
(2) separate positions.
Recommendation: That
Directors approval of a
salary range 30, to a Sr.
of the current Assistant
into two (2) separate
Engineering Manager.
Upgrade of one (1) Sr. Project Engineer to a Sr.
n of current AGM/Engineering Manager into two
the Committee recommend to the Board of
reclassification of one (1) Sr. Project Engineer,
Project Manager, salary range 34 and separation
General Manager/Engineering Manager position
positions: Assistant General Manager and
OP G ~A_
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.
2. Status of Recruitments
3. Status of Personnel on Administrative leave.
ADJOURNMENT:
The next meeting of the Personnel-Risk Management Committee meeting is scheduled
for October 13, 2008 at 4:00 p.m.
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 Michael A. Payne, District 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.
•
•
2
ITEM NO. I
AGENDA REPORT
• Committee Meeting Date: September 22, 2008
To: Personnel-Risk Management Committee
From: Ken Vecchiarelli, Assistant General Manager P&
Staff Contact: Gina Knight, Human Resources Manager
Reviewed by General Counsel: No Budgeted: No Dept: Admin/Eng
Funding Source: Water Operating Fund
CEQA Compliance: N/A Account No: N/A Job No: N/A
Estimated Costs: $
Subject: Approval of Position Reclassifications and Number of Authorized Positions
PURPOSE:
The purpose of this report is for the Personnel-Risk Management Committee to approve and
recommend to the Board of Directors adoption of Resolution 08-11 Approving the Number of
Authorized Positions for Fiscal Years 2007/09 and Amending Resolution No. 07-10 at the next
Board meeting scheduled for September 25, 2008. Staff recommends one (1) full time position
will be upgraded from a Sr. Project Engineer to a Sr. Project Manager position, and the current
AGM/Engineering Manager position be reclassified into two (2) separate positions, Assistant
0 General Manager and Engineering Manager.
DISCUSSION:
For the past two (2) years, the Human Resources Department has actively recruited to fill the
two (2) vacant Sr. Project Engineer positions. One of the Sr. Project Engineer positions became
vacant due to a service retirement at the beginning of FY 2006/2007. The Human Resources
Department opened up the recruitment for the Sr. Project Engineer position in early May 2006.
Several applications were received, and out of that recruitment an internal candidate was
selected and promoted to the position in August 2006. After one (1) year of serving the District
as a Sr. Project Engineer, the employee retired from the District in September 2007. During the
middle of FY 2006/2007, another employee resigned from the District resulting in the second
vacant Sr. Project Engineer position. The recruitments were advertised on the District's
website, Jobs Available, Brown and Caldwell, American Water Works Association and American
Society of Civil Engineers professional journal/website.
During the recruitment process, the Human Resources Department only received ten (10)
applications. Out of these applications, 70% of the applicants were working at a salary higher
than what the District was advertising, and the other 30% lacked the minimum qualifications to
fill the position. After several unsuccessful recruitments, staff subsequently conducted a salary
survey for this position among five (5) similar water agencies and six (6) cities in Orange
County. Results from the survey indicated that Yorba Linda Water District's salary range was
significantly lower than the median salary for this position. Of the agencies surveyed, Yorba
40 Linda Water District had the lowest salary both at first step and at last step.
Staff selected five (5) agencies of the original eleven (11) with similar job duties to Yorba Linda
• Water District's Sr. Project Engineer position's duties. Based on this selection of agencies, a
recommendation to increase the salary range by 20% for this classification will position Yorba
Linda Water District within the median range for this position among the five (5) agencies
surveyed and selected. Also, staff is recommending changing the title from Sr. Project
Engineer to Sr. Project Manager and adding the following requirements to the position's job
description:
1. A Bachelor's degree from a four year college or university with major coursework in civil
engineering or a related field.
2. Possession of a valid certificate of registration as a Professional Engineer issued by the
State of California.
The District's current job description requires at least five (5) years of water/wastewater
experience with a minimum of two (2) years supervisory experience with the above mentioned
items being desirable.
At one of the District's Management Action Program (MAP) meetings, the District's
organizational structure was discussed and reviewed as a team consult resulting in the
recommendation to separate the current AGM/Engineering Manager position into two (2)
separate positions one as the Assistant General Manager and the other as the Engineering
Manager. The recommendation was made for the following reasons:
1. The Assistant General Manager would be able to focus more on supporting the
General Manager position by becoming more active in his role as an Assistant
General Manager. Currently the AGM/Engineering Manager has been performing the
job of two separate positions and continues to do so. However, over the past few
years, the focus has been on the District's Capital Improvement Program and any
Assistant General Manager responsibilities have had to be worked into the intense
Engineering schedule.
2. If the District had to recruit for the current AGM/Engineering Manager position in the
near future, the District most likely would have a difficult time filling the vacancy. The
position currently requires an individual have both Engineering and Management
experience plus public sector and water utility background. The pool of candidates
becomes tighter and smaller because of the specialized requirements. By separating
the position into two (2) separate positions, the pool now expands into broader areas
to be able to select a very qualified person for each position.
3. The new Assistant General Manager position would perform highly responsible
managerial, analytical and administrative work for the General Manager in a variety of
District programs including management of department heads and community
services.
0
FISCAL IMPACT:
Long range the fiscal impact to the Yorba Linda Water District will be approximately $20,178 per
• year (20% over current top step) for upgrading one (1) Sr. Project Engineer to a Sr. Project
Manager position. As for separating the current AGM/Engineering Manager position into two (2)
separate positions, the fiscal impact will be approximately $116,000/year based on hiring an
Engineering Manager no higher than step 4 of the District's current salary schedule. However,
for this fiscal year, it is anticipated there will be approximately less than $70,000 impact because
the Human Resources Department most likely will fill both positions by the end of this fiscal
year.
COMMITTEE RECOMMENDATION:
That the Committee recommends to the Board of Directors adoption of Resolution 08-11
Approving the Number of Authorized Positions for Fiscal Years 2007-09 and Amending
Resolution No. 07-10.
n
1►J
0
• RESOLUTION NO. 08-11
RESOLUTION OF THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
APPROVING THE NUMBER OF AUTHORIZED POSITIONS
FOR FISCAL YEARS 2007/09
AND AMENDING RESOLUTION NO. 07-10
WHEREAS, the Board of Directors of the Yorba Linda Water District adopted
Resolution No. 80-11 on May 8, 1980 the "Yorba Linda County
Water District Personnel Rules"; and,
WHEREAS, the "Personnel Rules", as amended, direct that the number of
Authorized Positions and Salary Ranges are subject to approval by
the Board of Directors; and,
WHEREAS, the Board has by Resolution No. 07-10, adopted June 28, 2007,
approved the number of Authorized Positions for fiscal years
2007/09; and,
WHEREAS, it is the desire of the Board of Directors to adopt Authorized
Positions for Fiscal Years 2007/09, as set forth in Exhibit "A",
• attached hereto and amend Resolution No. 07-10.
NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba
Linda Water District as follows:
Section 1. The number of Authorized Positions as set forth in Exhibit "A"
attached hereto is approved and adopted for Fiscal Years 2007/09.
Section 2. The General Manager is hereby authorized to employ up to the
number of employees authorized in each fiscal year without further
approval of the Board of Directors.
Section 3. The General Manager is hereby authorized to fill an authorized
position that is vacated while this Resolution is active with a new
employee at a lower or equal classification. The General Manager
is further authorized to fill an authorized position with a part time
employee or contract staff.
0
Section 4. That Resolution No. 07-10 is hereby amended effective September
25, 2008.
PASSED AND ADOPTED this 25th day of September, 2008, by the following
called vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
John W. Summerfield
President
ATTEST:
Michael A. Payne
Secretary
0
.
Exhibit "A"
Resolution No. 08-11
Authorized Positions for
2007/2009
Effective September 25, 2008
Authorized
Authorized
Salary
as of Proposed
as of
Range
Position Classification
7/1/2007 Change
9/2512008
1-11
(Temporary Help)
0
0
14
Receptionist
0
0
15
Customer Service Representative 1
1
1
16
Meter Reader 1
2
2
17
Customer Service Representative II
1
1
Accounting Assistant 1
1
1
Maintenance Worker 1
8
8
Mechanic 1
1
1
Engineering Secretary
1
1
Operations Secretary
1
1
18
Meter Reader II
2
2
19
Customer Service Representative 111
2
2
Storekeeper
1
1
20
Engineering Technician 1
0
0
Meter Services Technician
1
1
Water Quality Technician 1
0
0
Maintenance Distribution Operator II
7
7
•
21
Facilities Maintenance
1
1
Accounting Assistant II
2
2
Mechanic 11
0
0
22
Water Quality Technician 11
1
1
Information Systems Technician 1
1
1
23
Executive Secretary
1
1
Maintenance Distribution Operator III
5
5
Meter Services Representative
1
1
Personnel Technician
1
1
Plant Operator II
4
4
Mechanic III
1
1
24
Construction Inspector
1
1
Engineering Technician II
3
3
Information Systems Technician II
1
1
GIS Technician
1
1
25
Human Resources Analyst
1
1
Sr. Accountant
1
1
Instrumentation Technician
1
1
Assistant Administrator 1
1
1
26
GIS Administrator
1
1
Project Engineer
2
2
Sr. Maintenance Distribution Operator
4
4
Sr. Plant Operator
1
1
Sr. Construction Inspector
1
1
Sr. Fleet Mechanic
1
1
27
Customer Service Supervisor
1
1
•
•
28
Management Analyst
1
1
29
Water Quality Engineer
1
1
Safety and Training Officer
1
1
30
Sr. Project Engineer
2
-1
1
Water Maintenance Superintendent
1
1
SCADA Administrator
1
1
Information Systems Administrator
1
1
31
Chief Plant Operator
1
1
34
Sr. Project Manager
0
1
1
36
Human Resources Manager
1
1
37
Finance Director
1
1
Operations Manager
1
1
Information Technology Director
1
1
Engineering Manager
0
1
1
40
AGM/Engineering Manager
1
-1
0
Assistant General Manager
0
1
1
Salary
General Manager
1
1
Set by
Board
Total
83
1
84
Staff may fill several new authorized positions with a part-time employee or contract staff.
If determined the General Manager is hereby authorized to replace any part-time employee
or contract staff with full-time employees if a need exists.
The District conducted a salary survey for the Sr. Project Engineer and based on results
of survey the District is adjusting the salary and title for one Sr. Project Engineer Range 30
to a Sr. Project Manager Range 34.
The Assistant General Manager/Engineering Manager position was separated into two (2)
separate positions: one (1) Engineering Manager and one (1) Assistant General Manager.
0
As of September 18, 2008
Salary
V e Position Classification
(Temporary Help)
Authorized Positions
12
13
14
15 (Customer Service Representative 1
16 I Meter Reader 1
17 Accounting Assistant I
Customer Service Representative II
Engineering Secretary
Maintenance Worker I
Mechanic I
Operations Secretary
18 Meter Reader II
19 Customer Service Representative III
Storekeeper
20 Engineering Technician I
Maintenance Distribution Operator II
Water Quality Technician I
Accounting Assistant II
Facilities Maintenance
Mechanic II
22 Information Systems Technician I
Water Quality Technician II
23 Executive Secretary
Maintenance Distribution Operator III
Meter Services Representative
Mechanic III
Personnel Technician
Plant Operator II
24 Construction Inspector
Engineering Tech II
GIS Technician
Information Systems Technician
II/Programmer
AGENDA ITEM NO.
Auth Emp Status/Comments
0 0
11
11
1
2
I 2
(Hired Kelly King and Nick Hollon
11
11
1 I
11
11
1 ~
11
11
1 ~
8
I 8
Interviews scheduled for 09/23/08.
1
11
1
11
2
2
Under filled with (1) Meter Reader I
position.
12
12
1 I
11
11
1
0
I 0
8
6
Under filled with (3) Maintenance Worker I
positions.
0
I 0
2
1
Offer made to Parvin Sadeghi, offer
declined. Recruitment on hold.
111
1
1 I
101
0
1
1 1 1
1
1 I
1 I
1
(Under filled with (1) WQT I.
1 I
1
Hired Annie Alexander.
1 5 1
5
1 I
111
1
1
111
1
1
111
1
1
Additional operator position will be
assessed by the GM after the
4
3
Instrumentation Technician is filled.
1 1 1
1
1 I
3 1
3
1 I
1 1 1
1
1 1
1
1
Start
Date
09/15/08
08/29/08
Authorized Positions
Salary I
I
I
I I Start
V
e I Position Classification
I Auth
I Emp I Status I Date
_
Assistant Administrator 1
I 1
I 0
Ion hold per General Manager.
Human Resources Analyst
I 1
I 1
Instrumentation Technician
1 1
1
~Sr. Accountant
1 1
I 1
26
IGIS Administrator
1
I 0
Ion hold per IT Director.
i Project Engineer
1 2
1 2
Sr. Construction Inspector
I 1
I 1
Sr. Fleet Mechanic
I 1
I 1
Sr. Maintenance Distribution Operator
I 4
I 4
ISr. Plant Operator
I 1
I 1
27
(Customer Service Supervisor
I 1
I 1
28
I Management Analyst
1
11
29
Water Quality Engineer
1 1
1 1
1
Safety & Training Officer
1
0
Ion hold per HR Manager.
30
Sr. Project Engineer
1
0
Filled with Consultant.
Water Maintenance Superintendent
1 1
1 1
1 I
~SCADA Administrator
I 1
I 1
(Information Systems Administrator
11
I 1
I
(Chief Plant Operator
11
I
I 1
I
1
I I
I
34
Sr. Project Manager
Recruitment opened 09/05/08 and closes
1
0
10/17/08.
35
1
I
1
I I
36
(Human Resources Manager
1 1
1 1
1
37
Finance Director
1 1
I 1
Information Technology Director
11
I 1
1 1
Operations Manager
1 1
1 1
1
38
I
I
I
I I
39
I
I
I
I
40
(AGM/Engineering Manager
1 1
1 1
1
IGeneral Manager
11
I 1
1
Total
83
74
0