HomeMy WebLinkAbout2010-01-12 - Personnel-Risk Management Committee Meeting Agenda Packet
'rb Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING
Tuesday, January 12, 2010, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE STAFF
Director Ric Collett, Chair Ken Vecchiarelli, General Manager
Director Michael J. Beverage Gina Knight, Human Resources Manager
1. 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.
2. ACTION CALENDAR
This portion of the agenda is for items where staff presentations and committee discussions are needed prior to
formal committee action.
2.1. Medicare-Only Coverage
Recommendation: That the Committee review and consider the proposal to extend
Medicare only coverage to the six (6) dedicated employees as they each have
worked for the District for more than twenty (20) years.
2.2. Review of Authorized Positions FY 2009/2010
Recommendation: That the Committee review and consider the proposed
reclassification of two (2) District employees and recommend to the Board of
Directors the reclassification.
3. 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.
3.1. Status of Risk Management Activities
3.2. Future Agenda Items and Staff Tasks
4. ADJOURNMENT
4.1. The next regular meeting of the Personnel-Risk Management Committee will be held
February 8, 2010 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.
allow the pre-April 1986 employees the opportunity to elect Medicare-Only coverage. The process
takes approximately one (1) year to complete and Board approval through Resolution is required.
The present employer and employee contribution rates for the Medicare program is 1.45% each
(total 2.9%) of the employee wages. There is no maximum wage amount for Medicare and the
1.45% applies to total wages (including overtime). If the District were to approve this benefit the
fiscal impact due to the implementation of the Medicare tax for all six (6) employees would be an
increase of approximately $5,200 per year the District's Medicare tax liability.
Staff did not specifically allocate funds in the FY 2009/2010 Budget to cover the increased costs for
this benefit as staff was not aware of this issue during the budget process.
ITEM NO. 2.2
AGENDA REPORT
Meeting Date: January 12, 2010 Budgeted: No
To: Personnel-Risk Management Cost Estimate: $3,000 (FY 2009/10)
Committee
Funding Source: Water Operating
Fund
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, Human Resources Dept: Administration
Manager
Reviewed by Legal: N/A
Prepared By: Gina Knight, Human Resources CEQA Compliance: N/A
Manager
Subject: Review of Authorized Positions FY 2009/2010
SUMMARY:
The purpose of this report is for the Personnel-Risk Management Committee to review the current
authorized positions for Fiscal Year 2009/2010, and to evaluate and consider recommending to the
Board of Directors the reclassification of two (2) District employees from Maintenance Worker I to
Maintenance Distribution Operator 11.
STAFF RECOMMENDATION:
That the Committee review and consider the proposed reclassification of two (2) District employees
and recommend to the Board of Directors the reclassification.
DISCUSSION:
The District's Board of Directors has authorized eighty-three (83) full-time positions and approved
funding for seventy-five (75) of these positions for FY 2009/2010. Several of the authorized and
funded positions are currently being underfilled with staff in positions of lesser pay and lower
certification requirements. Over the past few years the Human Resources Department has
experienced difficulty filling certain vacant positions with staff meeting the minimum job
requirements such as appropriate certification levels for specific positions. The Human Resources
Department suggested underfilling certain vacant positions with individuals in lower classifications
and giving them the experience and the time to acquire the certification levels required of the higher
level positions.
The Operations Department Manager is recommending reclassification of two employees who have
been employed in underfilled positions. Both of these individuals possess the qualifications,
experience and capabilities required to meet the needs of the higher classification including
advanced drivers license and certification levels. In addition, these employees have proven to be
strong assets to the District in their commitment and dedication.
ATTACHMENTS:
Authorized Positions 010810.xls ' uthorized Positions Backup Material
As of January 8, 2010
Authorized Positions
Salary Start
'tange position Classification Auth Budget Emp Status/Comments Date
1-11 (Temporary Help) 0 0 0
12
13
14
15 Customer Service Representative I 1 1 1
16 Meter Reader I 2 2 2
17 Accounting Assistant I 1 1 1
Customer Service Representative II 1 1 1
Engineering Secretary 1 1 1
Maintenance Worker I 8 8 13 (5) Maintenance Worker I used to under fil
authorized Maintenance Distribution
Operator II positions.
Mechanic I 1 0 0
Operations Secretary 1 0 0
18 Meter Reader II 2 2 2
19 Customer Service Representative III 2 2 2
Operations Assistant 0 1 1 ,
Storekeeper 1 1 0 Recruitment conducted due to long term
employee giving notice of intent to retire on
December 31, 2009. Recruitment opens 12-
15-09 and closes 1-15-2010.
20 Engineering Technician I 0 0 0
Maintenance Distribution Operator II 8 7 2 Under filled with (5) Maintenance Worker I •
positions. Vacant position is non-funded FY
09-10.
Water Quality Technician I 0 0 1 Position used to under fill author7e(-! Water
Quality Technician II position.
21 Accounting Assistant II 2 1 Recruitment conducted due to long term
employee giving notice of intent to retire on
December 31, 2009. Recruitment
concluded with the hiring of Joann Gitmed
on 11-23-09 Part time temporary help is
being utilized due to staff shortage. One
vacant position is non-funded f/FY 09-10.
Facilities Maintenance 1 1 1
Mechanic II 0 1 1
22 Information Systems Technician I 1 1 1
Water Quality Technician II 1 1 0 Under filled with (1) WQT I.
23 Executive Secretary 1 0 0
Maintenance Distribution Operator III 5 4 3 Vacant position is non-funded f/FY 09-10.
Lateral transfer to an Operator II position.
Newly vacant position on hold per Ops Mgr.
Meter Services Representative 1 1 1
Mechanic III 1 1 1
Personnel Technician 1 1 1
Plant Operator II 4 3 3
Vacant position is non-funded f/FY 09-10.
I 24 Construction Inspector 1 1 1
Engineering II 3 3 3 _
As of January 8, 2010
Authorized Positions
Salary Start
lenge Position Classification Auth Budget Emp Status/Comments Date
GIS Technician 1 1 1
Information Systems Technician 1 1 1
II/Programmer
25 Assistant Administrator I 1 0 0 Vacant position is non-funded f/FY 09-10.
Executive Secretary 0 1 1
Human Resources Analyst 1 1 1
Instrumentation Technician 1 1 1
Sr. Accountant 1 1 1
26 GIS Administrator 1 0 0 Vacant position is non-funded f/FY 09-10.
Project Engineer 2 2 2
Sr. Construction Inspector 1 1 1
Sr. Fleet Mechanic 1 1 1
Sr. Maintenance Distribution Operator 4 4 4
Sr. Plant Operator 1 1 1
27 Customer Service Supervisor 1 1 1
28 Management Analyst 1 1 1
29 Water Quality Engineer 1 1 1
30 Public Information Specialist 1st Interviews conducted 12-07-2009. 2nd
1 1 0 Interviews conducted 12-16-2009.
Water Maintenance Superintendent 1 1 1
SCADA Administrator 1 1 1 °
Information Systems Administrator 1 1 1
31 Chief Plant Operator 1 1 1
32
33
34 Sr. Project Manager 1 1 1
35
36 Human Resources Manager 1 1 1
37 Engineering Manager 1 1 1
Finance Director 1st Interviews conducted 12-07-2009. 2nd
1 1 0 Interviews conducted 1-5-2010.
Information Technology Director 1 0 0 Vacant position is non-funded f/FY 09-10.
Operations Manager 1 1 1
38
39
40 Assistant General Manager 1 1 1
General Manager 1 1 1
Total 83 76 72
As of January 8, 2010
ITEM NO. 3.1
AGENDA REPORT
Meeting Date: January 12, 2010
Subject: Status of Risk Management Activities
ATTACHMENTS:
HR DEPARTMENT ACTIVITY -2009.doc tatus of Risk Management Activities Backup Material
Updated: January 7, 2010
HR DEPARTMENT ACTIVITY
2009
POLICIES AND PROCEDURES
POLICIES ACTIVITY STATUS
Safety Boot Allowance Management reviewed
Draft policy.
Employee's Responsibility for Management reviewed
Maintenance of District Vehicles Draft policy.
Driver Record Review Policy None.
Development and Maintenance of Management reviewed
Safety Procedures Draft policy.
Emergency Leave Policy Policy developed,
approved and
implemented.
Harassment/Discrimination/Retaliation Policy developed,
Prevention Policy approved and
implemented
Employee Performance Evaluation Draft policy to be
Procedure presented to BU for
review and approval.
Risk Management Claims Policy Policy developed,
approved and
implemented.
Risk Management Admin Policy HR Mgr to review Draft
policy.
Facilities Use Policy General Manager to
review Draft policy.
Safety Guidelines for Uniform Shorts Draft Policy presented
to GM for signature.
Fire Prevention and Evacuation Safety Committee
Procedures Reviewed Draft policy.
Family Medical Leave Act Policy Draft policy being
reviewed by LCW Law
firm.
USA Dig Alert System Policy Policy developed,
approved and
implemented.
POLICIES AND PROCEDURES CONTINUED
POLICIES ACTIVITY STATUS
Jackhammer Operations Policy developed,
approved and
implemented.
Employee Time-Off Request Policy Draft policy will be
presented to
Managers for
review. H R staff
developed Draft policy.
WarehouseNard Inventory Policy and IT developed and HR
Procedure staff finalized and
distributed policy.
Drug and Alcohol Policy None.
TRAINING - ON SITE/OFF SITE
DATE VENDOR CLASS TITLE
04-15-09 SAP DOT Regulations for Supervisors
04-29-09 Industrial Annual Employee Hearing Tests - OSHA
Hearing
07-15-09 ACWA-JPIA Customer Service (2) Sessions
09-02-2009 ACWA-JPIA Understanding Your IIPP
OSHA Inspections
Defensive Driving
Workers Compensation Basics
Return to Work
First Response Awareness
09-03-2009 ACWA-JPIA Documenting Personnel Issues
New Employee Orientations
Confined Space Entry
Field Ergonomics
Trenching & Excavation
9-16-09 LCW Advanced FLSA - HR Staff attended off site
10-7-2009 LCW OC Employment Relations Consortium - HR
staff attended
10-7-2009 HR Mgr met with reps from Cal State
Fullerton extended studies - exploring Cohort
relationship for a leadership program.
11-6-09 Personnel Tech attend Publisher Workshop
11-18-09 WEROC Joint Table Top Exercise - Cities of Placentia,
Yorba Linda and YLWD will participate in an
emergency exercise assisted by WEROC on
the District's property.
11-19-09 LCW OC Employment Relations Consortium -
Harassment Training And Performance
Appraisal-HR/ENG/Staff and BOD
TRAINING - ON SITE/OFF SITE CONT.
DATE VENDOR CLASS TITLE
12-10-09 PARMA Risk Management Southern CA Chapter—
Workshop
2-03-2010 LCW On-site Harassment PreventionTraining
4
CURRENT RECRUITMENTS
MONTH POSITION APPLICATIONS
PROCESSED
AUG/SEPT Finance Director 57
Water Quality Engineer 35
Plant Operator II 35
Accounting Assistant II 382
OCT/NOV Re-Advertise Finance Director 9
Public Information Specialist 20
DEC Re-Advertise Finance Director 58
Public Information Specialist 72
5
CURRENT RISK MANAGEMENT/TORT CLAIM ACTIVITY
DATE OF NATURE OF RISK MGMNT ACTION TAKEN
ISSUE/CLAIM RELATED ISSUE/CLAIM
REC' D
October 2009 Trip and Fall - Outside of YLWD Claim Returned to
Service Area Claimant without action
as incident occurred
outside of the District's
service area (10-13-09).
Ongoing Fire Hydrant inaccessible to Letter sent to resident
both Fire Emergency Staff and identifying
District staff for preventative noncompliance issues
maintenance and operation of and corrective action.
hydrant.
DISTRICT EMPLOYEE ACTIVITIES/FUNCTIONS
MONTH ACTIVITY/FUNCTION DEPARTMENT
03-21-09 Dave & Buster's Employee HR/Recreation
Recognition Committee
05-02-09 Knott's Berry Farm Employee HR/Recreation
Recognition Committee
06-11-09 Hands-on Meeting - Breakfast HR/Managers/Admin
09-15-09 IT Training - Breakfast IT Department
10-28-09 Employee Annual Benefits Fair HR Department
12-10-09 Employee HR Department
Recognition/Retirements