HomeMy WebLinkAbout2010-06-04 - Personnel-Risk Management Committee Meeting Agenda Packet
Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING
Friday, June 4, 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. Damage Claim Filed by David Ip
Recommendation: That the Personnel-Risk Management Committee recommend
to the Board of Directors that they reject the claim and refer it to ACWA/JPIA.
2.2. Damage Claim Filed by Valerie Valardi
Recommendation: That the Personnel-Risk Management Committee recommend
the Board of Directors reject the claim and refer it to ACWA/JPIA.
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
3.2. Status of Risk Management Activities
3.3. Future Agenda Items and Staff Tasks
4. ADJOURNMENT
4.1. The next regular meeting of the Personnel-Risk Management Committee will be held
July 13, 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: June 4, 2010 Budgeted: No
To: Personnel-Risk Management
Committee
Funding Source: All Water Funds
From: Ken Vecchiarelli, General Manager
Presented By: Gina Knight, Human Resources Dept: Administration
Manager
Reviewed by Legal: No
Prepared By: Amelia Cloonan, Personnel CEQA Compliance: N/A
Technician
Subject: Damage Claim Filed by David Ip
SUMMARY:
The District received the attached claim seeking property related damages as a result of alleged damage to
the water supply line to the claimant's house by a District employee.
STAFF RECOMMENDATION:
That the Personnel-Risk Management Committee recommend to the Board of Directors that they reject the
claim and refer it to ACWA/JPIA.
DISCUSSION:
On May 18, 2010, the District received a claim from David Ip requesting reimbursement in the amount of
$1,001.55 for damages caused by a leak from the water supply line to his home. The incident occurred at
Staff investigated and reviewed the submitted claim. The claimant reported water seeping out of the
pavement in front of his home. The District was called, inspected the street and performed necessary
repairs. The claimant alleges there was damage to the water pipe outside the meter box, which was caused
when District employees used a backhoe to dig up the street and excavate under the existing piping in order
to install new piping and a connection to the claimant's meter box. The pipe in question is polyethylene pipe,
which was installed by the builder and which is no longer available. Subsequently, on April 18, 2010, there
was subsidence in the area of landscaping next to the driveway. A contractor was called. Claimant has
submitted an invoice for $590.00 for the work performed and a receipt for $411.55 for materials he
purchased for use by the contractor.
Based on my investigation and the documents submitted by claimant, staff requests the Personnel-Risk
Management Committee recommend to the Board of Directors that the claim be rejected and referred to
ACWA/JPIA.
ATTACHMENTS:
Name: Description: Type:
Agenda_Attachment.doc Agenda Attachment Backup Material
PLEASE CONTACT YLWD RECORDS DIVISION
FOR THIS ATTACHMENT
(714) 701-3101
records@ylwd.com
�
ITEM NO. 2.2
AGENDA REPORT
Meeting Date: June 4, 2010 Budgeted: No
To: Personnel-Risk Management
Committee
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, Human Resources Dept: Human
Manager Resources/Risk
Management
Reviewed by Legal: No
Prepared By: Amelia Cloonan, Personnel CEQA Compliance: N/A
Technician
Subject: Damage Claim Filed by Valerie Valardi
SUMMARY:
The District received the attached claim seeking property related damages as a result of a water
line break in the claimant's neighborhood.
STAFF RECOMMENDATION:
That the Personnel-Risk Management Committee recommend the Board of Directors reject the
claim and refer it to ACWA/JPIA.
DISCUSSION:
On May 18, 2010, the District received a claim from Valerie Valardi requesting reimbursement in the
amount of $14,782 for property damages allegedly caused when a 12-inch water pipeline ruptured
in March. The incident occurred at
Staff investigated and reviewed the submitted claim. The claimant states there was flooding in the
front and rear of both her properties causing damage to the driveway at and
also damaging the landscaping at due to a water main break that occurred on
March 27, 2010. The claimant is requesting $14,447 for driveway replacement and $335 for repair
of landscaping and replacement of crushed sprinklers.
Based on staff's investigation and the documents submitted by claimant, staff is recommending the
claim be rejected and referred to ACWA/JPIA for further processing.
ATTACHMENTS:
Name: Description; Type:
Agenda Attachment.doc Agenda Attachment Backup Material
PLEASE CONTACT YLWD RECORDS DIVISION
FOR THIS ATTACHMENT
(714) 701-3101
records@ylwd.com
(
t
4
.
.
,
'
ITEM NO. 3.1
AGENDA REPORT
Meeting Date: June 4, 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: Status of Recruitments
SUMMARY:
The attached spreadsheet is updated monthly and presented to the Personnel-Risk Management
Committee for discussion.
DISCUSSION:
The Authorized Positions spreadsheet is reviewed and updated monthly to show the status of the
District's current recruitment activity. 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 the last report, the Sr. Accountant recruitment closed and the top candidate was extended an
offer of employment, which was accepted with a tentative start date of June 14, 2010.
ATTACHMENTS:
Name: Description: Type:
Authorized Positions 05272010.xls Authorized Positions Backup Material
As of May 27, 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 11 (3) Maintenance Worker I used to under fill
authorized Maintenance Distribution
Operator 11 positions. Edgar Araujo hired on
4-26-10.
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 b Reso. 09-07 eff. 07/01/09
Storekeeper 1 1 1
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. Promoted (2) Maintenance Worker 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 May 27, 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. Joh offer exlended to
Delia Lugo. 06/14/10
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
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
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 75
ITEM NO. 3.2
AGENDA REPORT
Meeting Date: June 4, 2010
To: Personnel-Risk Management
Committee
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
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, as well as District
sponsored employee activities and events. Items shown in red have been revised or updated since
the last report.
The Risk Management Section coordinated with the Liebert Cassidy and Whitmore Law firm to
conduct the following training workshops: Disciplinary and Harassments Investigations, Discipline:
Putting It into Practice, Ethics and the Brown Act. In addition, staff coordinated with ACWA-JPIA to
conduct the following training workshops on-site: Performance Appraisal and Managing Stress,
Trenching and Excavation and Communications. Three ACWA member agencies sent several of
their staff members to these workshops. In addition, the District received two (2) tort claims one
from the Ohio and Villa Terrace main water pipeline break and the other for damages alleged to
have resulted from a water line replaced at the meter.
On a final note, the Human Resources Section completed the reference and background checks for
the Sr. Accountant candidate. Staff is preparing the necessary documents for the new hire who is
scheduled to begin employment with the District on June 14, 2010. Staff also assisted with the
District's employee picnic and with coordinating the International potluck.
ATTACHMENTS:
Name: Description: Type:
Updated: May 27, 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 Policy BOD approved
and implemented-
5/27/2010.
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
5-5-2010 Pacific Safety Certified Occupational Safety Specialist
Council
5-18-2010 ACWA-JPIA On-site Trenching and Excavation
5-18-2010 ACWA-JPIA On-site Communications
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
FEB/MAR/APR Maintenance Dist. Op II 4
Sr. Accountant 45
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 Paving contractor
Ornamental Retaining wall completed repairs to wall.
damaged during cleanup @Ohio
and Villa Terrace-Knapp.
Mar/Apr 2010 Sent out Claim Form re: Ohio No claim rec'd as of this
and Villa Terrace H2O main leak date.
incident - Vilardi.
Sent out Claim Form re: Ohio No claim rec'd as of this
and Villa Terrace H2O main leak date.
incident - Enomoto.
Sent out Claim Form re: Ohio No claim rec'd as of this
and Villa Terrace H2O main leak date.
incident - Hui.
APR Rec'd claim from A. Lesko re: To be discussed at next
Damage to Vallecito Lane due Pers/Risk Management
to Ohio and Villa Terrace H2O Committee meeting.
leak
APR Rec'd claim from N. McCauley To be discussed at next
re: mud entering garage due to Pers/Risk Management
neighbor's H2O leak Committee meeting.
MAY Rec'd claim from V. Valardi re To be discussed at next
flooding of her properties Pers/Risk Management
Committee meeting.
6
MAY Rec'd claim from David Ip re: To be discussed at next
water line damage at meter Pers/Risk Management
Committee meeting.
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
4-2010 DOG BITE Closed YES
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