HomeMy WebLinkAbout2010-08-20 - Personnel-Risk Management Committee Meeting Agenda Packet
Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING
Friday, August 20, 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. ACWA/JPIA General Liability Insurance Deposit Premium October 1, 2010 through
September 30, 2011 and Retrospective Allocation Point
Recommendation: That the Committee recommend the Board of Directors approve
the ACWA/JPIA General Liability Insurance deposit premium for the policy year
October 1, 2010 through September 30, 2011 in the amount of $175,724 and
continue with the Retrospective Allocation Point of $25,000.
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 Human Resources and 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
September 14, 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: August 20, 2010 Budgeted: Yes
Total Budget: $183,500
To: Personnel-Risk Management Cost Estimate: $175,724
Committee
Funding Source: Water Operating
Fund
From: Ken Vecchiarelli, General Account No: 7020-0690-00
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: ACWA/JPIA General Liability Insurance Deposit Premium October 1, 2010
through September 30, 2011 and Retrospective Allocation Point
SUMMARY:
In accordance with the District's Risk Management Policy, staff is required to present all insurance
premiums to the Board of Directors for approval. Attached for the Committee's review is
ACWA/JPIA's general liability insurance deposit premium for the period October 1, 2010 through
September 30, 2011.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors approve the ACWA/JPIA General Liability
Insurance deposit premium for the policy year October 1, 2010 through September 30, 2011 in the
amount of $175,724 and continue with the Retrospective Allocation Point of $25,000.
DISCUSSION:
Each August the District receives the liability insurance premium from ACWA-JPIA for the upcoming
policy year. The deposit premium is for the period October 1, 2010 through September 30, 2011.
This year's premium is $175,724, a 5.5% increase from last year's, which was $166,522.00. In 2008
and 2007, the District's premiums were $244,389 and $251,819, respectively. The deposit premium
is due September 1, 2010, and must be paid or postmarked by September 30, 2010 or be subject to
interest charges.
The main reason for the increase in rates is due to the increase in the District's e-mod factor. In this
premium year, the e-mod factor is 0.9800 whereas last year the e-mod factor was 0.9030. JPIA
calculated the e-mod using three consecutive years worth of losses. The three year period moves
each year with the earliest year dropping off and a new year coming on. Therefore, a particular loss
will affect the e-mod calculation for a total of three years. Losses below $15,000 or the
Retrospective Allocation Point (hereinafter referred to as a "deductible"), whichever is less, are not
used in the e-mod calculation. In addition, all losses are capped at $75,000. The District's
deductible is $25,000.
The deductible is that portion of the loss for which the District is ultimately responsible. It also
designates the point at which the District begins to participate in the pooled losses. When the
retrospective premium adjustment is calculated (45 months after the first coverage period), all
losses and portions of losses are deducted from the deposit premium. The remaining losses go into
the pool and are shared by all the members of the program. Each member is charged a
proportionate share of the total losses in the pool according to its deposit premium. Adjustments
continue annually thereafter until all claims in the pool for that specific policy year are closed.
Finally, if the costs are below the deposit premium, a debit is applied against the retrospective
premium adjustment fund.
The retrospective premium adjustment fund was created in 1999 to stabilize retrospective premium
adjustments and reduce or eliminate billing members for prior policy years by banking member
refunds. The funds are used to offset any amounts due to the member for the prior years. The
retrospective premium adjustment fund was established with a cap of 50% of the basic premium.
Once a member's fund balance exceeds 50% of its deposit premium, the difference is refunded to
the member. The District will not receive a refund this year.
The District has the option of increasing the deductible from $25,000 to $50,000 or $100,000. Staff
does not recommend changing the RAP, since it is extremely difficult to predict the number of future
claims that may be filed against the District and other agencies. The minimum deductible is
financially safer if an agency experiences a high frequency of losses.
The District identified $183,500 in the Fiscal Year 2010-2011 adopted budget for the annual liability
insurance premium.
PRIOR RELEVANT BOARD ACTION(S):
The annual liability insurance deposit premiums are presented to the Board of Directors each
August/September. The Board of Directors approved the current liability insurance premium on
September 24, 2009.
ATTACHMENTS:
Name: Description: Type:
ACWA_JPIA Gen Liab Program Pol 10012010 to
ACWAJPIA_Liab_Ins_Bill_08022010.pdf 09302011 Backup Material
AUG 0 2 2010
py,
AUTO and GENERAL LIABILITY PROGRAM
FOR POLICY YEAR 101112010 - 141112011
Member # Y002
Yorba Linda Water District
P-0- Box 309
Yorba Linda, CA 92885-0309
Invoice Date: 07/2212010
DESCRIPTION:
Deposit Premium for the 101112010-2011 Policy Year $175,`724.00
(Due on September 1, 2010)
WILL BE DELINQUENT AND SUBJECT TO PENALTY AND INTEREST CHARGES, IF NOT
PAID OR POST MARKED BY SEPTEMBER 30, 2010
PLEASE MAKE CHECK PAYABLE TO:
ACWAIJOINT POWERS INSURANCE AUTHORITY
! APE iJ PAYMENT
A UNT 9 Q
Ft
]OO1'1JIMIT - - -
(DtTE
ACWA/JOINT POWERS INSURANCE AUTHORITY
LIABILITY PROGRAM
E-MOD/PREMIUM CALCULATION WORK SHEET
AT 712212010
YOrba Linda Water District
101112010-2011 ANNUAL ESTIMATED PAYROLL: $5,219,000
LOSSES FOR PERIOD 101112006 THRU 913012009
RETRO ALLOCATION POINT: $25,000
AMOUNT USED IN
CLAIMS OVER E-MOD CALL
YEAR. CLAIM #F TOTAL LOSS RAP RAF' for $15,000)* (Capped at $75,000)
10!112006-2007 07-8595 $11,477.00 $25,000 $0.00 - $O.CO
101112006-2007 07-8970 $6,918.10 $25,000 $0.00 $0.00
10!112007.2008 08-9543 $2,914.33 S25,000 $0.00 $0.00
1011/2007-2008 09-0542 $4.820.00 $25,000 $0.00 $0.00
101112007-2008 09-0863 $2,350.59 $25,000 $0.00 $0.00
1011!2008-2009 09-0419 $1,000.000.00 $25,000 $1,000,000.00 $75.000.00
THREE YEAR LOSS TOTAL 51.028,480.02 $1,000,000.00 $75,000.00
EXPERIENCE MODIFICATION FORMULA
STEP 1
$2,250 + { Payroll x PIR Modifier x [ 7 1 Log of Payroll } } = Basic Premium
$2,250 + { $5,219,000 x 0,078962 x { 7 1 15.467816 ) } = S188,748
STEP 2
[ Three Year Loss Total 1 3 } 1 Basic Premium = District Rate
[ S75,000 1 3 } 1 S188,748 = 0.1325
STEP 3
District Rate ! Average Rate = Unweighted Modification Factor
0.132452 f 0.140875 = 0.940209
STEP 4
Square root of ( Basic Premium 1 $2,000,000 ) = Credibility Factor
Square root of ( $188,748 1 $,2,000,000 ) = 0.3072
STEP 5
[ Credibility Factor x Unweighted Modification Factor } + [ 1.0 Credibility Factor E-MOD
{ 0.3072 x 0.9402 } + [ 1.0 0.3072 } = 0.9800
DEPOSIT PREMIUM FORMULA
STEP 1
Basic Premium x E-MUD = Gross Premium
$188,748 x 0.9800 = $184,973
STEP 2 (3 Programs = 5.00°/x)
Grass Premium x Multiple Program Discount Factor = Deposit Premium + Adjustment = Adjusted Deposit Premium
$184,973 x 0.95 = $175124 + $0 = $175,724
THE MINIMUM RAP FOR THE PREMIUM SHOWN ABOVE IS $25,000
YOUR CURRENT RAP IS $25,000
IF YOU WISH TO SELECT A HIGHER RAP. PLEASE CONTACT MEMBER SERVICES
'AMOUNT DERIVED BY DETERMINING THE LOWER OF THE CHOSEN RAP VS $15,000. IF `TOTAL LOSS' COLUMN EXCEEDS
THIS FIGURE THEN THE TOTAL LOSS IS ENTERED HERE_
ITEM NO. 3.1
AGENDA REPORT
Meeting Date: August 20, 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 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 vacated positions awaiting action. Items shown in red
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 Human Resources section conducted an internal recruitment for a
Maintenance Distribution Operator III position. Interviews were conducted and Scott Coffman, a
District employee was promoted to the position. Staff is currently recruiting for a temporary, part-
time GIS tech position and conducted interviews on August 5, 2010.
ATTACHMENTS:
Name: Description: 1 ype:
Authorized Positions 08122010.xls Authorized Positions Matrix Backup Material
As of August 12, 2010
FY 2010-2011 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.
Mechanic 1 0 0 0
Operations Secretary 0 0 0
18 Meter Reader 11 2 2 2
19 Customer Service Representative 111 2 2 2
Operations Assistant 1 1 1
Storekeeper 1 1 1
20 Engineering Technician 1 0 0 0
Maintenance Distribution Operator 11 8 7 3 Under filled with (3) Maintenance Worker I
positions. 1 Vacant position is non-funded
f/FY 10-11. One position vacated with
promotion of Scott Coffman to Maintenance
Distribution Operator III on August 1, 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. 1 vacant position is
non-funded f/FY 10-11.
Facilities Maintenance 1 1 1
Mechanic 11 1 1 1
22 Information Systems Technician 1 1 1 1
Water Quality Technician 11 1 0 0 Under filled with (1) WQT 1.
23 Maintenance Distribution Operator 111 5 4 4 1 Vacant position is non-funded f/FY 10-11.
Coffman promoted to vacant position. 08/01/10
Meter Services Representative 1 1 1
Mechanic 111 1 1 1
Personnel Technician 1 1 1
Plant Operator 11 4 3 3 1 vacant position is non-funded f/FY 10-11.
As of August 12, 2010
FY 2010-2011 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 0.5 0.5 0 Interviews conducted 8-5-2010.
Info Systems Tech II/Programmer 1 1 1
25 Assistant Administrator I 0 0 0
Executive Secretary 1 1 1
Human Resources Analyst 1 1 1
Instrumentation Technician 1 1 1
Sr. Accountant 1 1 1
26 GIS Administrator 1 1 1 GIS Tech reclassified during Budget
process.
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 Officer 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 and Risk Manager 1 1 1
37 Engineering Manager 1 1 1
Finance Director 1 1 1
Information Technology Director 1 0 0 Vacant position is non-funded f/FY 10-11.
Operations Manager 1 1 1
38
39
40 Assistant General Manager 1 1 1
General Manager 1 1 1
Total 81.5 76.5 75
ITEM NO. 3.2
AGENDA REPORT
Meeting Date: August 20, 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 Human Resources and 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 Human Resources, Risk
Management and Safety activities as well as revisions to the District's policies and procedures, job
related training offered to District employees, processed tort claims and District sponsored
employee events. Items shown in red have been revised or updated since the last report.
In early June 2010, two separate employee committees were formed, the Safety and Wellness and
the Employee Recognition Committees. The Safety and Wellness Committee reviews any District
incident related to safety and workers compensation. They also review and recommend revisions
and improvements to safety-related policies and procedures. At their most recent meeting, the
Safety and Wellness Committee members decided where to locate three new Automated External
Defibrillator (AED) units. The units, which are expected to arrive August 24, 2010, will be installed at
the following locations: one in the hallway between the Administration Building lobby and the
lunchroom; one inside the Warehouse near the front counter; and one in the Maintenance Building
Crew's Quarters. The AED units were ordered after the District conducted CPR/First Aid Training
workshops for our employees. During the workshop, it became apparent how beneficial an onsite
AED unit could be in saving a victim's life in the event of a cardiac arrest. Additionally, the Safety
and Wellness Committee will be enhancing the first aid kits in all District vehicles.
The Employee Recognition Committee scheduled a Hot Tap Demonstration and Horseshoe
Competition for September 1, 2010 between 11:30 am and 1:30 pm. The Hot Tap Team will
represent the District at OCWA's Annual Picnic in Irvine on September 15, 2010. The top two teams
from the horseshoe competition will have the option to compete at this event as well.
Staff coordinated a Heat and Illness Prevention Workshop and an annual hearing test, both
conducted on-site for District employees in June. Staff also attended two mini-conferences, one
sponsored by PARMA in July, and the second sponsored by ACWA-JPIA in August. Several District
employees attended the ACWA-JPIA mini-conference in participation of ACWA's Professional
Development Program. The Risk Management Section sent out a tort claim form to a resident
alleging property damages resulting from a water leak on his property. Two previously submitted
claims that were rejected by the Board of Directors and referred to the ACWA-JPIA have been
settled for substantially less than what was originally requested by both claimants.
On a final note, the Human Resources Section completed the internal recruitment for a
Maintenance Distribution Operator III and commenced an internal recruitment for Maintenance
Distribution Operator II positions. The District has been under filling three Maintenance Distribution
Operator II positions with three Maintenance Worker I positions and now has a fourth opening with
the recent promotion noted above.
ATTACHMENTS:
Name: Description: Type:
HR DEPARTMENT ACTIVITY FY2010-11.doc Activity Schedule & Status Report Backup Material
Updated: August 12, 2010
HR DEPARTMENT ACTIVITY
2010/2011
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/Fire Evacuation Draft Policy reviewed
Procedures by Safety and
Wellness Committee.
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 to be
presented to BU for
review.
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
5-19-2010 Pacific Safety Certified Occupational Safety Specialist
Council
5-26-2010 Pacific Safety Certified Occupational Safety Specialist
Council
6-2-2010 Pacific Safety Certified Occupational Safety Specialist
Council
6-15-2010 Pacific Safety CPR/First Aid Training
Council
6-17-2010 Pacific Safety CPR/First Aid Training
Council
6-23-2010 Annual Hearing Testing
6-29-2010 Pacific Safety Heat Illness Training
Council
7-15-2010 Pacific Safety CPR/First Aid Training
Council
7-29-2010 Public Agency Manage Claims Effectively
Risk Risk Financing
Management Risk Transfer, Contracts and Certificates of
Association Insurance
8-10 & ACWA/JPIA ACWA/JPIA's Professional Development
8-11-2010 Conference Program
3
CURRENT RECRUITMENTS
MONTH POSITION APPLICATIONS
PROCESSED
FEB/MAR/APR Maintenance Dist. Op II 4
Sr. Accountant 45
JUNE Maintenance Dist. Op III 3
JULY GIS Technician, Part Time In process
AUG Maintenance Dist. Op II In process
4
CURRENT RISK MANAGEMENT/TORT CLAIM ACTIVITY
DATE OF NATURE OF RISK MGMNT ACTION TAKEN
ISSUE/CLAIM RELATED ISSUE/CLAIM
REC' D
APR Rec'd claim from A. Lesko re: Claims adjuster -
Damage to Vallecito Lane due damages to private road
to Ohio and Villa Terrace H2O were pre-existing.
leak Rejecting claim unless
they want the $3500
originally offered by
YLWD.
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 Claim settled in August
flooding of her properties from 15K to approx. 4K.
MAY Rec'd claim from David Ip re: To be discussed at next
water line damage at meter Pers/Risk Management
Committee meeting.
AUG Sent out claim form: Service No claim recd as of this
Repair-landscape damages and date.
plumbing fees.
5
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
6-2010 HEAD INJURY Closed YES
7-2010 LEG INJURY Open YES
8-2010 BEE STING Open YES
6
DISTRICT EMPLOYEE ACTIVITIES/FUNCTIONS
MONTH ACTIVITY/FUNCTION DEPARTMENT
6-30-2010 Employee Recognition
Committee Kick Off Meeting
8-3-2010 Employee Recognition
Committee Meeting
8-24-2010 Employee Recognition
Committee Meeting
9-1-2010 HOT TAP DEMO/Horseshoe Employee Recognition
Competition and Luncheon Committee
DISTRICT SAFETY ACTIVITIES/FUNCTIONS
MONTH ACTIVITY/FUNCTION DEPARTMENT
6-28-2010 Safety-Wellness Committee HR/SAFETY
Kick Off Meeting
7-28-2010 Safety-Wellness Committee HR/SAFETY
Meeting
7-2010 First Aid Back Packs Delivered HR/SAFETY
7-2010 First Aid Backpack Supplies HR/SAFETY
Delivered
8-24-2010 Expected AED delivery date HR/SAFETY
8-25-2010 Safety-Wellness Committee HR/SAFETY
Meeting Scheduled