HomeMy WebLinkAbout2011-05-10 - Personnel-Risk Management Committee Meeting Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING
May 10, 2011
A meeting of the Personnel-Risk Management Committee was called to order by
Director Kiley at 4:00 p.m. The meeting was held at the District's Administrative Office
at 1717 E Miraloma Ave, Placentia CA 92870.
COMMITTEE STAFF
Director Robert R. Kiley, Chair Ken Vecchiarelli, General Manager
Director Michael J. Beverage Steve Conklin, Engineering Mgr
1. PUBLIC COMMENTS
None.
2. ACTION CALENDAR
2.1. Claim Filed by Schuler Engineering Corporation
Mr. Conklin provided a summary report on erosion that occurred at the
recently completed construction site for the Highland Reservoir, resulting
from heavy rains in December 2010. Schuler Engineering Corporation
(Schuler), the contractor that completed the construction was called back
to the site to provide protection measures for the bare pad and slopes they
had recently completed grading and seeding. The contractor provided the
materials and labor necessary for cleaning up the erosion and controlling
additional storm water runoff. They submitted a claim for reimbursement
for this work, contesting that it was above and beyond what was called for
by the contract and what was reasonable for warranty work. District staff
consulted with our Joint Powers Insurance Authority representatives, who
suggested we negotiate a settlement to the claim. Staff presented the
recommended negotiated amount to the Committee and further discussed
justification for settling the claim. Mr. Conklin noted that the measures left
in place by Schuler after the December rains, provided mitigation from
additional damage that would have resulted from heavy rains that
occurred again in January and February, 2011. Following discussion, the
Committee voiced their support of staff's recommendation to settle the
claim. This item will be brought to the Board of Directors for their
consideration at their regular meeting on May 26, 2011. Mr. Conklin left
the meeting following this discussion.
3. DISCUSSION ITEMS
3.1. Status of Recruitments and Authorized/Budgeted Positions
The Committee reviewed the staff report and spreadsheet at length and
asked several questions regarding positions currently not filled and
recruitments in progress. They asked for clarification on staff's intent to
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freeze certain positions and discussed which positions were currently
included in the draft budget for FY 2011/12. Mr. Vecchiarelli confirmed that
offers were made and accepted to fill two open full time positions and that
both new employees were expected to start work on Monday, May 23,
2011. The Committee discussed the possibility of utilizing interns for
additional support positions in the future, discussed the temporary nature
of certain human resource needs and how best to report the potential
positions in the future budget. Staff will review the draft policy for utilizing
interns, research into the ramifications and options for paid and unpaid
positions of this nature and bring a draft policy back to the Committee and
to the Board of Directors for consideration.
3.2. Status of Human Resources and Risk Management Activities
The Committee reviewed the staff report and accompanying
spreadsheets. They asked several questions and sought clarification for
certain items. On the recent employee family picnic, Director Beverage
asked how many tickets were issued to employees and their guests and
how many of these were not used. Director Kiley suggested planning
additional activities in the future for the smaller children of employees' and
guests. Director Beverage requested additional information on the draft
policy for employee performance evaluations and asked about at-will
employees and how the District considers who should serve at-will. He
asked staff to look into what other agencies' practice and policies are in
this area. The committee discussed specifics on two reported accidents
and Director Beverage requested additional information on an injury listed
on the District's log of workers compensation activities. He also asked for
more information regarding staff's process for evaluating employment
applications and selecting candidates for interviews. Mr. Vecchiarelli
reported he would forward any unanswered questions to the District's HR
Manager/Risk Manager and would add several of these matters to the
next Committee Meeting for further discussion.
3.3. Future Agenda Items and Staff Tasks
As mentioned in the meeting minutes above: Draft Intern Policy; at-will
employees; employment application evaluation and interview selection
process.
4. ADJOURNMENT
4.1. The Committee adjourned at 5:26 p.m. The next regular meeting of the
Personnel-Risk Management Committee will be held June 14, 2011 at
4:00 p.m.
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