HomeMy WebLinkAbout2011-01-11 - Personnel-Risk Management Committee Meeting Agenda Packet
Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING
Tuesday, January 11, 2011, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE STAFF
Director Robert R. Kiley, 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. Emergency Response & Operation Plan Update
Recommendation: That the Committee recommend the Board of Directors authorize
the General Manager to enter into a Professional Services Agreement with Willdan
Homeland Solutions to update the District's Emergency Response & Operations
Plan at a cost not to exceed $33,832.
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. Merit Review and Salary Increases (Verbal Report)
3.2. Status of Human Resources and Risk Management Activities
3.3. Status of Recruitments and Authorized/Budgeted Positions
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
February 8, 2011 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: January 11, 2011 Budgeted: Yes
Total Budget: 18,000
To: Personnel-Risk Management Cost Estimate: 33,832
Committee
Funding Source: Water Operating
Fund
From: Ken Vecchiarelli, General Account No: 1-5010-0780-20
Manager
Presented By: Ken Vecchiarelli, General Dept: Operations
Manager
Reviewed by Legal: N/A
Prepared By: Harold Hulbert, Operations CEQA Compliance: N/A
Assistant
Subject: Emergency Response & Operation Plan Update
SUMMARY:
In 2005, the District contracted with Risk Management Professionals to develop an Emergency
Response & Operations Plan (EROP). The same firm completed an update of the plan in
September 2007. Recently, the District's Emergency Management Committee (EMC) reviewed the
original EROP, along with the previous updates, and recommended an update to be in compliance
with the latest State and Federal formats, as well as create an EROP that is specific to the District's
emergencies. The EMC proceeded to interview outside consultants and requested proposals be
submitted.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors authorize the General Manager to enter into
a Professional Services Agreement with Willdan Homeland Solutions to update the District's
Emergency Response & Operations Plan at a cost not to exceed $33,832.
DISCUSSION:
In June 2010, the District's Emergency Management Committee (EMC), made up of members from
each District department, met to review the current EROP. The purpose of this committee is to
provide input and feedback to the District related to emergency management planning.
The EMC came to the conclusion that the original EROP needed updating to adhere to the latest
State and Federal standards and to better reflect the Districts mission and vision statements. The
Committee decided this would require an outside consultant familiar with State and Federal
requirements related to emergency planning. In November and December 2010, significant
changes were adopted by both FEMA and the State related to earthquake planning and response.
These changes would be incorporated within the District's EROP update.
The EMC interviewed three consultants in late October and November 2010. Each consultant was
asked to submit a proposal detailing their approach for meeting the needs of the District and
updating the EROP pursuant to the new State and Federal response planning guidelines. The
District received two proposals, with a not-to-exceed fee:
Emergency Planning Consultants (EPC) - $25,000
Willdan Homeland Solutions - $33,832
The EMC reviewed each proposal to determine which firm would meet the needs of the District
more effectively. In each proposal, the consultant was required to provide a scope of work and a
time line for the project. Based upon the interviews and the content of the proposals, the EMC
determined that Willdan Homeland Solutions met the requirements of the District more effectively
than EPC. In addition, the Water Emergency Response of Orange County (WEROC) reviewed the
proposals as a courtesy to the District and concurs with the EMC's recommendation. A copy of the
proposals are available upon request.
For FY 2010/11, $18,000 was budgeted within the Operations department for this project. While the
proposal exceeds budgeted funds, staff will allocate additional funds towards this project during the
mid-year budget review and adjustments process.
ITEM NO. 3.2
AGENDA REPORT
Meeting Date: January 11, 2011 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: Amelia Cloonan, Personnel CEQA Compliance: N/A
Technician
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.
The Automated External Defibrillator (AED) units installed at three locations on the District's campus
have been and will continue to be monitored and logged on a monthly basis to insure proper
operation. The backpacks assembled by the Safety and Wellness Committee were distributed at the
Operations safety meeting held December 9, 2010.
One employee was diagnosed with right wrist tendinitis by the District's industrial medical clinic, and
forms were forwarded to ACWA/JPIA for their handling. The employee was discharged from any
further treatment by the clinic on January 3, 2011.
On November 18, 2010, the Employee Recognition Committee assisted with the organization,
presentation and clean-up of the Employee Potluck, which was held in the Crews Quarters. The
Employee Recognition Committee is presently involved in making all the arrangements for the
Employee Recognition Dinner to be held on February 11 at the Yorba Linda Country Club.
HR Staff coordinated an employee benefits Brown Bag Lunch and Learn on December 8, 2010.
Representatives from Wells Fargo, Prudential, The Advantage Group and the Employee Assistance
Program (EAP) gave short presentations and answered questions from District employees.
HR Staff arranged for the District's Storekeeper to attend the Pacific Safety Council's Train the
Trainer Program for Forklift operation on December 16, 2010. Additionally, in cooperation with
ACWA/JPIA, HR Staff has arranged for four classes to be presented on January 18, 2011 and
again on February 16, 2011. The classes, Electrical Safety, Fall Protection, Lockout/Tagout and
Respiratory Protection, are required for earning the Operations Certificate under ACWA/JPIA's
Professional Development Program.
The application process and testing for the Engineering Secretary recruitment have been
completed. Interviews for ten candidates will be held on January 10, 2011. The application process
for the Maintenance Worker I positions (2) was completed and interviews were conducted for eight
candidates on January 5, 2011. Background checks on the candidates selected have been initiated.
ATTACHMENTS:
Name: Description: I_ppe:
HR DEPARTMENT ACTIVITY -2010-2011.doc Status of Human Resources and Risk Management Backup Material
Activities
Updated: December 9, 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 ACWA-JPIA's Sr.
Risk Consultant.
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.
Hiring/Separation Procedures HR Mgr to review
policy.
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 Draft policy presented
to BU during Meet and
Confer.
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 & 11, ACWA/JPIA ACWA/JPIA's Professional Development
2010 Conference Program
10/7/2010 Pacific Safety Forklift Training Certification Program
Council
10/7/2010 Public One-day mini conference
Employees
Labor Relations
Association -
California
10-21-2010 Dept Homeland 1-9 Training
Security/ICE
12-08-2010 Prudential, Employee benefits brown bag lunch and learn
TAG, EAP
12-16-2010 Pacific Safety Train the Trainer - Forklift
Council
01-18-2011 ACWA/JPIA Four classes in one day: Electrical Safety,
At YLWD Fall Protection, Lockout/Tagout, Respiratory
Protection
02-16-2011 ACWA/JPIA at Four classes in one day: Electrical Safety,
YLWD Fall Protection, Lockout/Tagout, Respiratory
Protection
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 1
AUG Maintenance Dist. Op II 4
OCTOBER Engineering Secretary 83
NOVEMBER Maintenance Worker 1 137
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: Settlement in
Damage to Vallecito Lane due negotiations between
to Ohio and Villa Terrace H2O residents and ACWA-
leak JPIA
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 rec'd as of this
Repair-landscape damages and date.
plumbing fees.
OCT Received reimbursement from Payment of $70,044.56
ACWA/JPIA for Ohio/Villa received.
Terrace incident
NOV Knight submitted claim against
AT&T on District's behalf -
broken sewer pipe.
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 Closed YES
8-2010 BEE STING Closed YES
9-9-2010 BROKEN TOE Closed YES
9/21/2010 CONTUSIONS TO Closed YES
HAND AND ANKLE
9/29/2010 ANT BITES Closed YES
10/4/2010 LACERATION - TOP Closed YES
OF HEAD
10/28/2010 THUMB CUT- Open YES
STITCHES REQ'D.
12/6/2010 RIGHT WRIST Open YES
TENDONITIS
6
DISTRICT EMPLOYEE ACTIVITIES/FUNCTIONS
MONTH ACTIVITY/FUNCTION DEPARTMENT
6-30-2010 Employee Recognition
Committee
8-3-2010 Employee Recognition
Committee
8-24-2010 Employee Recognition
Committee
9-1-2010 HOT TAP DEMO/Horseshoe Employee Recognition
Competition and Luncheon Committee
9-21-2010 Employee Recognition
Committee
10-5-2010 Employee Recognition
Committee
10-27-2010 Health & Benefits Fair Human Resources
& Flu Shots
11-18-2010 Employee Potluck Employee Recognition
Committee
12-7-2010 Employee Recognition Human Resources
Committee
01-11-2011 Employee Recognition Human Resources
Committee
02-11-2011 Employee Recognition Dinner Employee Recognition
Committee
DISTRICT SAFETY AND WELLNESS ACTIVITIES/FUNCTIONS
MONTH ACTIVITY/FUNCTION DEPARTMENT
6-28-2010 Safety-Wellness Committee HR/SAFETY
7-28-2010 Safety-Wellness Committee HR/SAFETY
7-2010 First Aid Back Packs Delivered HR/SAFETY
7-2010 First Aid Backpack Supplies HR/SAFETY
Delivered
8-24-2010 AED's Delivered HR/SAFETY
8-25-2010 Safety-Wellness Committee HR/SAFETY
9-15/2010 Employee Assistant Program HR
(EAP) Eating Right for Life
9-16-2010 Safety and Wellness Committee HR/SAFETY
9-29-2010 Safety and Wellness Committee HR/SAFETY
9-29-2010 Employee Assistance Program HR
(EAP) Sleep 101
10-6-2010 Employee Assistant Program HR
(EAP) Dealing w/Difficult People
10-13-2010 Employee Assistance Program HR
(EAP) Preventing Burnout
10-22-2010 Check AED's & Log HR/SAFETY
11-17-2010 Employee Assistance Program HR
(EAP) Managing Money in
Tough Times
11-22-2010 Check AED's & Log HR/SAFETY
12-7-2010 Safety and Wellness Committee HR/SAFETY
12-9-2010 Distribute First Aid Backpacks to HR/SAFETY
Employees at Operations Safety
Meeting
12/23/2010 Check AED's & Log HR/SAFETY
s
ITEM NO. 3.3
AGENDA REPORT
Meeting Date: January 11, 2011 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. The spreadsheet identifies the current fiscal year's authorized and budgeted
positions as well as any current vacancies awaiting action. Items shown in red identify the most
recent activity such as employment offers pending or applications being processed in addition to
any revisions or updates since the last report.
Since the last report, the Human Resources section continued with the recruitment process with
both the Engineering Secretary and Maintenance Worker I positions. Staff coordinated the
interviews for the Maintenance Worker I recruitment on January 5, 2011. Interviews for the
Engineering Secretary recruitment are scheduled for January 10, 2011.
During the month of December, an Engineering Technician 11 position became vacant due to the
retirement of a long-term employee.
ATTACHMENTS:
Authorized Positions 1062011.xls Authorized Positions Backup Material
As of January 6, 2011
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 0 Interviews to be conducted 1-10-2011.
Maintenance Worker 1 8 8 8 New recruitment for two (2) Maintenance
Worker I positions - to under fill (2) Maint.
Distribution Operator 11 positions. Interviews
conducted 1-5-2011.
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 5 Two (2) vacancies exist due to both an
internal promotion and a resignation.
Interviews conducted 1-5-2011 to under fill
with two (2) Maint. Worker I positions. 1
vacant position is non-funded f/FY 10-11.
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.
Meter Services Lead 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 January 6, 2011
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 2 Vacancy due to the retirement of a long-
term employee. Vacant position on hold.
GIS Technician 0.5 0.5 0.5
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
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 72.5