HomeMy WebLinkAbout2011-02-08 - Personnel-Risk Management Committee Meeting Agenda Packet
Y rb Lind
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING
Tuesday, February 8, 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. 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.
2.1. Status of Human Resources and Risk Management Activities
2.2. Status of Recruitments and Authorized/Budgeted Positions
2.3. Future Agenda Items and Staff Tasks
• Development of Succession Plan
3. ADJOURNMENT
3.1. The next regular meeting of the Personnel-Risk Management Committee will be held March 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: February 8, 2011 Budgeted: N/A
Total Budget: N/A
To: Personnel-Risk Management
Committee
Funding Source: N/A
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, Human Resources
Manager
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 monthly to show the status of Human Resources, Risk
Management and Safety/Wellness activities as well as revisions to the District's policies and
procedures, job related and employee development training offered to District employees,
processed tort claims activity and District sponsored employee events. Items shown in red have
been revised or updated since the last report.
Staff met with the Department of Homeland Security's U.S. Immigration and Customs Enforcement
representative to discuss the final resolution of the 1-9 audit. Deficiencies were corrected by
updating the employee forms and providing documentation to the representative. No fines were
assessed to the District.
A claim was filed with ACWA/JPIA in connection with the backhoe incident of September 2010 for
the costs related to repairing the backhoe. The incident with the backhoe was discussed at the
Personnel-Risk Management Committee meeting held November 17, 2010.
Three training classes were held at the District on January 18, 2011. The training was provided
through ACWA/JPIA for 52 individuals, both District employees and employees of other agencies.
The classes held were: Electrical Safety, Fall Protection and Lockout/Tagout. Four additional
classes, to include those noted above plus Respiratory Protection, will be held on February 16,
2011. In order to ensure all Operations staff could attend without interrupting work flow, the classes
will be held on two dates with half the staff attending each session.
Following the testing/interview process, Human Resources staff extended offers of employment to
two external candidates, one for the Maintenance Worker I position and one for the Engineering
Secretary position, both to begin on February 22, 2011. These individuals are now going through
the pre-hire process. For the second vacant Maintenance Worker I position, an internal candidate
was promoted on January 17, 2011.
ATTACHMENTS:
Name: Description: Type:
HR DEPARTMENT ACTIVITY -2010-2011.doc HR/Risk Management Activities Backup Material
Updated: February 1, 2011
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.
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.
Update Recruitment Procedure, HR Mgr to review
New Hire Procedure and Separation/ policies
Termination Procedure under
development
2
TRAINING - ON SITE/OFF SITE
DATE VENDOR CLASS TITLE
5-19-2010 Pacific Safety Council Certified Occupational Safety Specialist
5-26-2010 Pacific Safety Council Certified Occupational Safety Specialist
6-2-2010 Pacific Safety Council Certified Occupational Safety Specialist
6-15-2010 Pacific Safety Council CPR/First Aid Training
6-17-2010 Pacific Safety Council CPR/First Aid Training
6-23-2010 Annual Hearing Testing
6-29-2010 Pacific Safety Council Heat Illness Training
7-15-2010 Pacific Safety Council CPR/First Aid Training
7-29-2010 Public Agency Risk Manage Claims Effectively
Management Association Risk Financing
Risk Transfer, Contracts and Certificates of
Insurance
8-10 & 11, ACWA/JPIA Conference ACWA/JPIA's Professional Development
2010 Program
10/7/2010 Pacific Safety Council Forklift Training Certification Program
10/7/2010 Public Employees Labor One-day mini conference
Relations Association -
California
10-21-2010 Dept Homeland 1-9 Training
Security/ICE
12-08-2010 Prudential, TAG, EAP Employee benefits brown bag lunch and
learn
12-16-2010 Pacific Safety Council Train the Trainer - Forklift
01-18-2011 ACWA/JPIA at YLWD Three classes in one day: Electrical Safety,
Fall Protection, Lockout/Tagout
02-16-2011 ACWA/JPIA at YLWD Four classes in one day: Electrical Safety,
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 negotiations
Damage to Vallecito Lane due to between residents and ACWA-
Ohio and Villa Terrace H2O leak JPIA
APR Rec'd claim from N. McCauley re: To be discussed at next
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 from
flooding of her properties 15K to approx. 4K.
MAY Rec'd claim from David Ip re: water To be discussed at next
line damage at meter Pers/Risk Management
Committee meeting.
AUG Sent out claim form: Service No claim rec'd as of this date.
Repair-landscape damages and
plumbing fees.
OCT Received reimbursement from Payment of $70,044.56
ACWA/JPIA for Ohio/Villa Terrace received.
incident
NOV Knight submitted claim against Settlement in negotiation
AT&T on District's behalf - broken between the District and AT&T
sewer pipe. Risk Management
DEC Sent out claim form: Joseph No claim rec'd as of this date.
Shreve, 3590 Sherwood, YL
JAN 2011 Returned claim form for
insufficiency: John Fox, 4661 Casa
Oro, YL. Claiming plumber, street
repair, hotel, damages to house
($14,926.82)
FEB 2, 2011 Sent out claim form: Rick
Jorgensen, Attorney, re: 5782
Mountain View, DOL 8/31/2010
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 & Flu Shots Human Resources
11-18-2010 Employee Potluck Employee Recognition
Committee
12-7-2010 Employee Recognition Committee Human Resources
01-11-2011 Employee Recognition Human Resources
Committee
01-25-2011 Employee Recognition Committee Human Resources
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 Delivered HR/SAFETY
8-24-2010 AED's Delivered HR/SAFETY
8-25-2010 Safety-Wellness Committee HR/SAFETY
9-15/2010 Employee Assistance 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 Assistance 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 CheckAED's & Log HR/SAFETY
12-7-2010 Safety and Wellness Committee HR/SAFETY
12-9-2010 Distribute First Aid Backpacks to Employees HR/SAFETY
at Operations Safety Meeting
12-23-2010 Check AED's & Log HR/SAFETY
01-06-2011 First Aid Stations replenished with supplies HR/SAFETY
01-24-2011 Check AED's & Log HR/SAFETY
s
HR ACTIVITIES/FUNCTIONS
MONTH ACTIVITY/FUNCTION DEPARTMENT
9-2010 Compile record of all 1-9's on file for audit Human Resources
by Homeland Security
9-2010 Meet with Homeland Security Human Resources
Representative re 1-9 audit
10-21-2010 1-9 Training conducted by Homeland Human Resources
Security Representative at District
10-2010 Response from Homeland Security Human Resources
Representative re correction of deficiencies
received and action to correct deficiencies
commenced
10 &11- Work with employees to correct Human Resources
2010 deficiencies in documentation
11-30-2010 Scan updated forms to Homeland Security Human Resources
Representative
01-25-2011 Warning notice delivered by Homeland Human Resources
Security Representative with respect to
insufficiencies. Verbal confirmation that
deficiencies have been corrected, and
there is no fine to be assessed.
9
ITEM NO. 2.2
AGENDA REPORT
Meeting Date: February 8, 2011 Budgeted: N/A
To: Personnel-Risk Management
Committee
Funding Source: N/A
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, Human Resources
Manager
Reviewed by Legal: N/A
Prepared By: Amelia Cloonan, Personnel CEQA Compliance: N/A
Technician
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 for both
the Engineering Secretary and Maintenance Worker I positions. Staff advised the prime candidates
of their status, commenced background checks and arranged for physical examinations. Offer
letters were issued to the candidates. One Maintenance Worker I position was filled with an internal
promotion.
Because of the internal promotion, there now exists a vacant Meter Reader I position.
ATTACHMENTS:
Name: Description: T ype:
Authorized Positions 02032011.xls Authorized Positions Backup Material
As of February 4, 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 1 Meter Reader I promoted to MWI
17 Accounting Assistant 1 1 1 1
Customer Service Representative 11 1 1 1
Engineering Secretary 1 1 0 Recruitment conducted due to long term
employee giving notice of intent to retire on
12-27-2010. Recruitment closed on 10-29-
2010. Extended job offer to external
candidate. 02/22/11
Maintenance Worker 1 8 8 9 New recruitment for two (2) Maintenance
Worker I positions - to under fill (2) Maint.
Distribution Operator 11 positions. Internal
promotion to MWI (01/17/2011). Job offer
for second vacant position extended to an
external candidate. 02/22/11
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.
Recruitment opened 11-12-2010 and closed
11-29-2010 to under fi11 with Mai nt. 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 February 4, 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 long term employee's
retirement on 12/30/2010. 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 0 Resignation 01/13/2011.
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 71.5