HomeMy WebLinkAbout2010-04-13 - Personnel-Risk Management Committee Meeting Agenda Packet
Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING
Tuesday, April 13, 2010, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE STAFF
Director Ric Collett, Chair Ken Vecchiarelli, General Manager
Director Phil Hawkins 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. Proposed Authorized Positions for FY 2010/2011
Recommendation: That the Personnel-Risk Management Committee recommend
the Board of Directors consider tentative approval of the authorized positions for FY
201012011. This matter will be reviewed initially by the full Board at the Budget
Workshop April 30, 2010.
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 Recruitments and Authorized/Budgeted Positions
3.2. Status of Risk Management Activities
3.3. Salary Increases Based on Performance During FY 2009/2010 (Verbal Report)
3.4. Future Agenda Items and Staff Tasks
4. ADJOURNMENT
4.1. The next regular meeting of the Personnel-Risk Management Committee will be held
May 11, 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.
ITEM NO. 2.1
AGENDA REPORT
Meeting Date: April 13, 2010 Budgeted: Yes
To: Personnel-Risk Management
Committee
Funding Source: All Funds
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, Human Resources Dept: Human
Manager Resources/Risk
Management
Reviewed by Legal: N/A
Prepared By: Gina Knight, Human Resources CEQA Compliance: N/A
Manager
Subject: Proposed Authorized Positions for FY 2010/2011
SUMMARY:
The purpose of this report is for the Personnel-Risk Management Committee to review and consider
the proposed authorized positions for FY 2010/2011 and recommend to the Board of Directors
consideration of these authorized positions at the Budget Workshop April 30, 2010.
STAFF RECOMMENDATION:
That the Personnel-Risk Management Committee recommend the Board of Directors consider
tentative approval of the authorized positions for FY 2010/2011. This matter will be reviewed initially
by the full Board at the Budget Workshop April 30, 2010.
DISCUSSION:
The District's Board of Directors authorized eighty-three (83) full time positions for FY 2009/2010
with approved funding for only seventy-six (76) full time positions. For the past ten (10) months, the
Human Resources department has been very active in recruiting and filling the District's vacant
positions. However, additional retirements and employee turn around has resulted in the District
averaging seventy-two (72) filled full time positions over this ten month period.
For the proposed FY 2010/2011 personnel needs, staff is proposing the following: to maintain
vacancies in several positions previously authorized; to promote three (3) Maintenance Worker I's to
Maintenance Distribution Operator 11's; to promote the GIS Technician to a GIS Administrator
position; and to eliminate the Assistant Administrator I position.
Over the past several months, the Human Resources Manager met and discussed with each of the
department heads the personnel needs for their respective departments with the above
recommendations resulting. The District's Maintenance Distribution Operator 11 positions were
originally filled with staff in positions of lesser pay and lower certification requirements due to
difficulty recruiting certified and experienced staff. For the past two (2) years the employees working
in the underfilled positions have acquired the required certification levels, knowledge and
experience to meet the needs of the higher classification including possession of an advanced
drivers license. In addition, these employees have demonstrated their commitment and dedication
to the District through continuous improvements in work efforts and reflecting good work ethics.
The recommendation to upgrade the GIS Technician to a GIS Administrator is supported by the
talent and skill set that has been demonstrated over the time the employee has been in the
technician position. The GIS Technician played a key role in the implementation of the District's GIS
program and continues to support this program with skill sets that far exceed a technician level. This
individual continues to be a strong asset to the District.
The fiscal impact from the classification upgrades would be an increase to salaries and benefits of
approximately $18,000 per year.
The attached Proposed Authorized Positions Report for FY 2010/2011 identifies the non-funded
vacant positions as well as the GIS position upgrade.
ATTACHMENTS:
Name: Description: -rype:
10-XX Exhibit A Authorized Positions FY 2010-2011-
04131 0-PERS-RISK.xIs Proposed Authorized Positions for FY 2010/2011 Backup Material
Exhibit "A"
Resolution No. 10-XX
Authorized Positions for
2010/2011
Effective July 1, 2010
Authorized Budgeted Authorized Budgeted
Salary as of as of Proposed as of as of
Range Position Classification 7/1/2009 7/1/2009 Change 7/1/2010 7/1/2010
1-11 (Temporary Help) 0 0 0 0
15 Customer Service Rep 1 1 1 1 1
16 Meter Reader 1 2 2 2 2
17 Customer Service Rep 11 1 1 1 1
Accounting Assistant 1 1 1 1 1
Maintenance Worker 1 8 8 8 8
Mechanic 1 0 0 0 0
Engineering Secretary 1 1 1 1
Operations Secretary 0 0 0 0
18 Meter Reader 11 2 2 2 2
19 Customer Service Rep 111 2 2 2 2
Storekeeper 1 1 1 1
Operations Assistant 1 1 1 1
20 Engineering Technician 1 0 0 0 0
Water Quality Technician 1 0 0 0 0
Maintenance Dist. Operator 11 8 7 8 7 1-vacant
21 Facilities Maintenance 1 1 1 1
Accounting Assistant 11 2 1 2 1 1-vacant
Mechanic 11 1 1 1 1
22 Water Quality Technician 11 1 1 1 1
Information Systems Tech 1 1 1 1 1
23 Maintenance Dist. Operator 111 5 4 5 4 1-vacant
Meter Services Representative 1 1 1 1
Personnel Technician 1 1 1 1
Plant Operator 11 4 3 4 3 1-vacant
Mechanic 111 1 1 1 1
24 Construction Inspector 1 1 1 1
Engineering Technician 11 3 3 3 3
Information Systems Tech 11 1 1 1 1
GIS Technician 1 1 1 0 1-vacant
25 Executive Secretary 1 1 1 1
Human Resources Analyst 1 1 1 1
Sr. Accountant 1 1 1 1
Instrumentation Technician 1 1 1 1
Assistant Administrator 1 1 0 -1 0 0
26 GIS Administrator 1 0 1 1
Project Engineer 2 2 2 2
Sr. Maintenance Dist. Operator 4 4 4 4
Sr. Plant Operator 1 1 1 1
Sr. Construction Inspector 1 1 1 1
Sr. Fleet Mechanic 1 1 1 1
27 Customer Service Supervisor 1 1 1 1
28 Management Analyst 1 1 1 1
29 Water Quality Engineer 1 1 1 1
Safety and Training Officer 0 0 0 0
Sr. Project Engineer 0 0 0 0
30 Water Maint. Superintendent 1 1 1 1
SCADA Administrator 1 1 1 1
Public Information Specialist 1 1 1 1
IS Administrator 1 1 1 1
31 Chief Plant Operator 1 1 1 1
34 Sr. Project Manager 1 1 1 1 X
36 Human Resources Manager 1 1 1 1
37 Finance Director 1 1 1 1
Operations Manager 1 1 1 1
Information Technology Director 1 0 1 0 1-vacant
Engineering Manager 1 1 1 1
40 AGM/IT Manager 1 1 1 1
Salary General Manager 1 1 1 1
Set by
Board Total 83 76 -1 82 76
During FY 2010/2011 the District will promote three (3) Maintenance Worker I positions that are currently
underfilling three (3) Maintenance Distribution Operator II positions.
During the FY 2010/2011 Budget the GIS Technician will be reclassified to the GIS Administrator position.
X-vacant
Sr. Project Manager is a three year limited-term position.
1-vacant
Non-funded vacant positions for Fiscal Year 2010/2011.
ITEM NO. 3.1
AGENDA REPORT
Meeting Date: April 13, 2010 Budgeted: Yes
Total Budget: N/A
To: Personnel-Risk Management
Committee
Funding Source: All Funds
From: Ken Vecchiarelli, General Account No: N/A
Manager
Job No: N/A
Presented By: Gina Knight, Human Resources Dept: Human
Manager Resources/Risk
Management
Reviewed by Legal: N/A
Prepared By: Gina Knight, Human Resources CEQA Compliance: N/A
Manager
Subject: Status of Recruitments and Authorized/Budgeted Positions
SUMMARY:
The attached spreadsheet is updated monthly and presented to the Personnel-Risk Management
Committee for discussion.
DISCUSSION:
The Authorized Positions spreadsheet is updated monthly to show the status of the District's current
recruitment activity. Also identified in the spreadsheet is the current fiscal year's authorized and
budgeted positions as well as currently vacant positions awaiting action. Items shown in red and
highlighted in yellow identify the most recent activity such as employment offers pending or
applications being processed as well as any revisions or updates since the last report.
Since February, the Human Resources Section has been active in processing four (4) new hires for
the following positions: Public Information Specialist, Finance Director, Storekeeper and
Maintenance Worker I. In addition, the internal recruitment for Maintenance Distribution Operator II
was completed with the promotion of two (2) Maintenance Worker I employees. The District has an
open external recruitment for a Sr. Accountant position due to a long tenured employee submitting a
notice of intent to retire in mid-August of 2010.
ATTACHMENTS:
Authorized Positions 04012010.xls Authorized Positions FY 2009/10 Backup Material
As of April 1, 2010
Authorized Positions
Salary Start
Range Position Classification Auth Budget Emp Status/Comments Date
1-11 (Temporary Help) 0 0 0
12
13
14
15 Customer Service Representative 1 1 1 1
16 Meter Reader 1 2 2 2
17 Accounting Assistant 1 1 1 1
Customer Service Representative 11 1 1 1
Engineering Secretary 1 1 1
Maintenance Worker 1 8 8 10 (3) Maintenance Worker I used to under fill
authorized Maintenance Distribution
Operator 11 positions. (1) ,o") cffer accepted
- tentative hire date 4/9/2010. 04/09/10
Mechanic 1 0 0 0 Mechanic 11 authorized by Reso. 09-07
Operations Secretary 0 0 0 Ops. Asst. authorized by Reso. 09-07
18 Meter Reader 11 2 2 2
19 Customer Service Representative 111 2 2 2
Operations Assistant 1 1 1 Authorized by Reso. 09-07 eff. 07/01/09
Storekeeper 1 1 1 Anthony Mason hired on 3/29/2010.
20 Engineering Technician 1 0 0 0
Maintenance Distribution Operator 11 8 7 4 Under filled with (3) Maintenance Worker I
positions. Vacant position is non-funded FY
09-10. Prorno,e (2) f'.>'Iainte.nanc '/'jorker I
to the Maintenance Distribution Operator 11
effective 3/14/2010.
Water Quality Technician 1 0 1 1 Position used to under fill authorized Water
Quality Technician 11 position.
21 Accounting Assistant 11 2 1 1 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 11 1 1 1 Authorized by Reso. 09-07 eff. 07/01/09
22 Information Systems Technician 1 1 1 1
Water Quality Technician 11 1 0 0 Under filled with (1) WQT 1.
23 Executive Secretary 0 0 0 Reso. 09-07 authorized range adjustment
Maintenance Distribution Operator 111 5 4 3 Vacant position is non-funded f/FY 09-10.
Newly vacant position on hold per
Operations Manager.
Meter Services Representative 1 1 1
Mechanic 111 1 1 1
Personnel Technician 1 1 1
Plant Operator 11 4 3 3 Vacant position is non-funded f/FY 09-10.
As of April 1, 2010
Authorized Positions
Salary Start
Range Position Classification Auth Budget Emp Status/Comments Date
24 Construction Inspector 1 1 1
Engineering Tech II 3 3 3
GIS Technician 1 1 1
Information Systems Technician 1 1 1
25 Assistant Administrator I 1 0 0 Vacant position is non-funded f/FY 09-10.
Executive Secretary 1 1 1 Reso. 09-07 authorized range adjustment
Human Resources Analyst 1 1 1
Instrumentation Technician 1 1 1
Sr. Accountant 1 1 1 Recruitment conducted due to long term
,employee giving notice of intent to retire on
August 12, 2010. Recruitment opened
3/22/2010 and closes on 4/12/2010.
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 1 1 1 Damon Micalizzi hired on 2/22/2010.
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 1 1 1 Stephen Parker hired on 2/15/2010.
Information Technology Director Vacant position is non-funded f/FY 09-10.
1 0 0
Operations Manager 1 1 1
38
39
40 Assistant General Manager 1 1 1
General Manager 1 1 1
Total 83 76 74
ITEM NO. 3.2
AGENDA REPORT
Meeting Date: April 13, 2010 Budgeted: N/A
To: Personnel-Risk Management
Committee
Funding Source: N/A
From: Ken Vecchiarelli, General Manager
Presented By: Gina Knight, Human Resources Dept: Human
Manager Resources/Risk
Management
Reviewed by Legal: N/A
Prepared By: Gina Knight, Human Resources CEQA Compliance: N/A
Manager
Subject: Status of Risk Management Activities
SUMMARY:
The attached spreadsheet is updated on a monthly basis and presented to the Personnel-Risk
Management Committee for discussion.
DISCUSSION:
The attached spreadsheet is updated monthly to show the status of risk management activities and
identifies any new policies and procedures, safety or job related training offered to District employees, tort
claim activity, injuries and/or workers compensation claims and District sponsored employee activities and
events. Items shown in red have been revised or updated since the last report.
The Risk Management Section has been active in several areas. Staff conducted two on-site safety
training workshops to prepare staff on what to do during a robbery at the customer service counter. The
training was a result of another ACWA member agency recent robbery of that agency's customer service
counter. During the month of March staff attended a Public Agency Risk Management Authority (PARMA)
training workshop about contracts/agreements and insurance recommendations. In addition to the above,
staff sent out three (3) tort claim forms to residents alleging property damages resulting from the Ohio and
Villa Terrace water main break that occurred on March 27, 2010 as well as resolve two separate
incidents/claims internally.
On a final note, the Human Resources Section, commenced the recruitment for a Sr. Accountant position
that will become vacant due to a long term employee giving notice of intent to retire in August of 2010.
During this time staff also processed two new hires: the Finance Director and the Public Information
Specialist.
ATTACHMENTS:
Narf* ;os ription Type:
HR Dept Activity 2009-2010.doc HR Dept Activity Backup Material
Updated: April 7, 2010
HR DEPARTMENT ACTIVITY
2009/2010
POLICIES AND PROCEDURES
POLICIES ACTIVITY STATUS
Development and Maintenance of Management reviewed
Safety Procedures Draft policy.
Driver Record Review Policy None.
Drug and Alcohol Policy LCW Law firm revising
District's policy.
Emergency Evacuation Procedures HR Manager to revise.
Emergency Leave Policy Policy BOD approved
and implemented-
10/27/2009.
Employee Performance Evaluation Draft policy to be
Procedure presented to BU for
review and approval.
Employee's Responsibility for Management reviewed
Maintenance of District Vehicles Draft policy.
Employee Time-Off Request Policy Draft policy will be
presented to
Managers for
review. H R staff
developed Draft policy.
Facilities Use Policy General Manager to
review Draft policy.
Family Medical Leave Act Policy Draft policy presented
to Employees' BU -
reviewed by LCW Law
firm.
Harassment/Discrimination/Retaliation Policy approved and
Prevention Policy implemented-
12/22/2009.
Jackhammer Operations Policy approved and
implemented-
10/14/2009.
POLICIES AND PROCEDURES CONTINUED
POLICIES ACTIVITY STATUS
Personal Appearance of Employee Policy approved and
implemented-
3/27/2009.
Risk Management Admin Policy HR Mgr to review Draft
policy.
Risk Management Claims Policy Policy BOD approved
and implemented-
3/26/2009.
Safety Boot Allowance Management reviewed
Draft policy.
Safety Guidelines for Uniform Shorts Policy approved and
implemented-
2/10/2010
USA Dig Alert System Policy Policy approved and
implemented-
10/28/2009.
Warehouse/Yard Inventory Policy and IT developed and HR
Procedure staff finalized and
distributed policy-
1/12/2009.
2
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
3
TRAINING - ON SITE/OFF SITE CONT.
DATE VENDOR CLASS TITLE
12-10-09 PARMA Risk Management So. Ca Chapter -
Workshop
2-03-2010 LCW On-site Harassment Prevention Training
2-22-2010 ACWA-JPIA On-site Safety - Robbery prevention -
Customer Service Employees-Peter K.
2-22-2010 OC Special Mentoring Program presented by OCTA
Districts
2-24-2010 ACWA-JPIA HR Law Update - CVWD
3-2-2010 Placentia PD On-site Safety - Robbery prevention
3-11-2010 PARMA/PASMA Contract -Insurance Requirements
3-17-2010 LCW Disciplinary and Harassment Investigations
4-13-2010 OC Special Succession Planning presented by IRWD's
Districts HR Director
4-15-2010 LCW Discipline: Putting It into Practice.
4-27-2010 LCW On-site Ethics and Brown Act Training
4-28-2010 ACWA-JPIA On-site Performance Appraisal and Managing
Stress
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
JAN Storekeeper 133
Maintenance Worker 1 218
FES/MAR Maintenance Dist. Op II 4
Sr. Accountant
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.
January 2010 USA Dig Alert - Unmarked Claim from Southern CA
Utilities Edison forwarded to KTI
March 2010 Dirt from H2O Main leak @ Ohio Maintenance Staff
and Villa Terrace settled in resolved issue.
resident's gravel landscape-
Amezcua.
Cap Bricks on Small Maintenance Staff will
Ornamental Retaining wall repair damage to wall.
damaged during cleanup @Ohio
and Villa Terrace-Knapp.
Mar/Apr 2010 Sent out Claim Form re: Ohio
and Villa Terrace H2O main leak
incident - Vilardi.
Sent out Claim Form re: Ohio
and Villa Terrace H2O main leak
incident - Enomoto.
Sent out Claim Form re: Ohio
and Villa Terrace H2O main leak
incident - Hui.
6
CURRENT WORKERS COMPENSATION ACTIVITY
DATE OF NATURE OF W.C. STATUS REPORTABLE INCIDENT
INJURY CLAIM
1-2010 LEFT ELBOW STRAIN FIRST AID ONLY
2-2010 N/A N/A POST OSHA LOG 300
3-2010 N/A N/A
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
2-17-10 St. Jude Wellness Kickoff HR Department
3-10-2010 Open enrollment Life, LTD, HR Department
Vision insurance and Employee
Assistance Program (EAP).
4-22-2010 International Pot Luck HR/Managers/Admin
5-8-2010 Company Picnic - Tri City Park HR/Managers/Admin
s