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HomeMy WebLinkAbout2011-06-14 - Personnel-Risk Management Committee Meeting Agenda Packet Y rl Un Water District AGENDA YORBA LINDA WATER DISTRICT PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING Tuesday, June 14, 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 3. ADJOURNMENT 3.1. The next regular meeting of the Personnel-Risk Management Committee will be held July 12, 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: June 14, 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 indicate 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. Two 8-hour classes were scheduled through ACWA/JPIA for Underground Utility Line Locator Training. The first class was presented by Peter Kuchinsky on June 1, 2011 here at the District. Eleven District staff attended the training. Additionally, four persons from other agencies attended as follows: El Toro Water District (2), Serrano Water District (1) and Burbank Water & Power (1). The second 8-hour training will be held at the District on July 6, 2011. On June 8, 2011, the District opened the recruitment for two Maintenance Worker I positions. The recruitment closes on June 24, 2011. These positions are to be filled because the District will permanently take over the City of Yorba Linda sewer system maintenance as of July 1, 2011. The annual Hearing Testing for selected District personnel is scheduled to be conducted by Bio- Acoustics at the District on June 21, 2011. A check was approved at the Board meeting held June 9, 2011 for payment of the claim filed by Fred Erdtsieck for tire damage caused by a protruding water can in the roadway. The District's release and waiver mailed to Mr. Erdtsieck on May 25, 2011 has not yet been received by the District. An event to commemorate the Fourth of July holiday will be held at the District on June 30, 2011, with the District providing the main course and red/white/blue desserts or side dishes provided by employees. ATTACHMENTS: Name: Ids s-- iption: ype: HR DEPARTMENT ACTIVITY -2010-2011.doc Department Activities Backup Material Updated: June 9, 2011 HR DEPARTMENT ACTIVITY 2010/2011 POLICIES AND PROCEDURES 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. Educational/Certification/License Draft Policy presented Reimbursement Policy to Bargaining Unit on 3/14/2011 Emergency/Fire Evacuation Draft Policy reviewed Procedures by ACWA-JPIA's Sr. Risk Consultant. 9/2010 Reviewed by Safety & Wellness Committee and Management. Finalize & to GM signature. 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 2011. Employee's Responsibility for Management reviewed Maintenance of District Vehicles Draft policy. To be presented to BU for review and approval 2011. Employee Time-Off Request Policy Draft policy presented to BU for review and approval 3/14/2011. Facilities Use Policy Management reviewed. General Manager to review Draft policy and add input. 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. POLICIES AND PROCEDURES CONTINUED POLICIES ACTIVITY STATUS Jackhammer Operations Policy approved and implemented- 10/14/2009. Personal Appearance of Employee Policy approved and implemented- 3/27/2009. Risk Management Admin Policy HR Mgr to review Draft policy and comment. Risk Management Claims Policy Policy BOD approved and implemented- 3/26/2009. Safety Footwear Allowance Draft policy presented to BU on 3/14/2011. Safety Guidelines for Uniform Shorts Policy approved and implemented- 2/10/2010 Use of Traffic Cones and Vehicle Policy approved and Backing implemented 6/6/08 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 procedure and add input. New Hire Procedure HR Mgr to review procedure and add input. Separation/Termination Procedure HR Mgr to review In process procedure and add input. 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 02-17-2011 Liebert Cassidy Whitmore Leave Rights of California Employees - San Clemente 3/17&18 Liebert Cassidy Whitmore Public Sector Employment law Conference Conference-Newport Beach 3-24-2011 Liebert Cassidy Whitmore The Meaning of At-Will - Costa Mesa 4-21-2011 Liebert Cassidy Whitmore Labor & Employee Relations in Lean - Cypress Economic Times 4-27-2011 Rescue 411 2-hour Heat Stress Training for 18 staff and managers presented on site 5-4-2011 Rescue 411 2-hour Heat Stress Training for 26 staff and managers presented on site 5-19-2011 Liebert Cassidy Whitmore Employee Due Process Rights & Skelly: A - La Palma Guide to Implementing Public Employee Discipline 3 TRAINING - ON-SITE/OFFSITE - Page 2 COURSE VENDOR CLASS TITLE 06-01-2011 ACWA/JPIA Underground Utility Line Locator Training - 11 District staff and 4 Other Agency staff trained (8 hour training) 07-06-2011 ACWA/JPIA Underground Utility Line Locator Training scheduled (8 hour training) 4 CURRENT RECRUITMENTS MONTH POSITION APPLICATIONS PROCESSED 2010 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 2011 FEBRUARY Meter Reader 1 287 MARCH Customer Service Supervisor 62 JUNE Maintenance Worker 1 (2 positions) 5 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. SEPT Filed claim with ACWA-JPIA - Rec'd $21,081.25 for total loss Backhoe- Liability/property on Backhoe 3-9-2011. At this time the City of Anaheim has not filed a claim against the District. OCT Received reimbursement from Payment of $70,044.56 ACWA/JPIA for Ohio/Villa Terrace received. incident NOV Knight submitted claim against Settled for $1,748.20 on AT&T on District's behalf - broken 2/18/11. sewer pipe. 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 Recommend BOD reject claim Jorgensen, Attorney, re: 5782 - Not the District's. Mountain View, DOL 8/31/2010 FEB 9, 2011 Rec'd claim from Salvador Returned due to insufficient Amezcua-Homeowner from Ohio information and Villa Terrace Apr 28, 2011 Claim Form mailed to Irene Claim rec'd and set for Erdtsieck for damaged tire. payment June 9, 2011 6 CURRENT RISK MANAGEMENT/TORT CLAIM ACTIVITY - Page 2 May 26, 2011 City of Anaheim Invoice for cost to Payment of City of Anaheim's replace streetlight pole & Invoice for $9,162.84 will associated hardware for YLWD's appear on the billboard for backhoe incident of September Board approval. 2010 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 1/20/2011 GROIN PULL Open - 02/16/2011 FINGER PRICKED BY Open YES SHARP OBJECT 03/02/2011 Head Laceration Closed YES 04/20/2011 Elbow/hand numbing Closed YES due to jackhammer kickback 04/28/2011 Hand pricked by sharp Open YES object s 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 02-08-2011 Employee Recognition Committee Human Resources 02-11-2011 Employee Recognition Dinner Employee Recognition Committee 04-7-2011 Employee Recognition Committee Human Resources 04-30-2011 Employee Picnic Knott's Berry Farm Employee Recognition Committee 05-17-2011 Employee Recognition Committee Human Resources 06-20-2011 Employee Recognition Committee Human Resources 06-30-2011 Fourth of July event Employee Recognition Red/White/Blue Employee Desserts or Committee Side Dishes 9 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 CheckAED's & Log HR/SAFETY 02-24-2011 Check AED's & Log HR/SAFETY 03-23-2011 Check AED's & Log HR/SAFETY 10 DISTRICT SAFETY AND WELLNESS-ACTIVITIES/FUNCTIONS CONT. MONTH ACTIVITY/FUNCTION DEPARTMENT 4-06-2011 Sharps containers placed next to all First HR/SAFETY Aid Stations. Notice to employees posted regarding care in disposal of medical waste. 04-14-2011 Safety and Wellness Committee HR/SAFETY To be rescheduled 4-20-2011 Sign posted at Richfield Gate: DANGER HR/SAFETY STOP - Proceed Slowly 04-25-2011 Check AED's & Log HR/SAFETY 5-24-2011 Check AED's & Log HR/SAFETY 06-07-2011 Safety Committee Meeting (meeting HR/SAFETY cancelled due to the number of committee members out of the office) to be rescheduled 06-21-2011 Annual Hearing Testing Scheduled HR/SAFETY 06-29-2011 One-hour Employee Assistance Program HR/SAFETY (EAP) Workshop 11 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. 12 ITEM NO. 2.2 AGENDA REPORT Meeting Date: June 14, 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: 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 pending employment offers or applications being processed in addition to any revisions or updates since the last report. Since the last report, the Human Resources section completed recruitments for both the Meter Reader I and Customer Service Supervisor positions, with Dane Dettorre hired on May 23, 2011 for the Meter Reader I position and Cheryl Jubrey hired on May 18, 2011 for the Customer Service Supervisor position. On June 8, 2011, staff commenced recruitment for two (2) Maintenance Worker I positions. These positions are being filled to handle the workload for the City of Yorba Linda sewer system, which will be taken over by the District on July 1, 2011. ATTACHMENTS: Nara : Descrilption: T ype: Authorized Positions 06-09-2011.xls Authorized Positions Backup Material As of June 9, 2011 FY 2010-2011 Authorized Positions Salary Start Range Position Classification Budget Emp Status/Comments Date 1-11 (Temporary Help) 0 0 12 13 14 15 Customer Service Representative 1 1 1 16 Meter Reader 1 2 2 Hired Dane Detorre 05/23/11 17 Accounting Assistant 1 1 1 Customer Service Representative 11 1 1 Engineering Secretary 1 1 Maintenance Worker 1 10 10 Adding (2) MWI to Wastewater Collections. Recruitment opened 06/08/2011 and closes 06/24/2011. (2) MWI are under filling MDOII. Mechanic 1 0 0 Operations Secretary 0 0 18 Meter Reader 11 2 2 19 Customer Service Representative 111 2 2 Operations Assistant 1 1 Storekeeper 1 0 Vacant. 20 Engineering Technician 1 0 0 Maintenance Distribution Operator 11 7 5 Under filled with (2) Maint. Worker I positions. Water Quality Technician 1 1 1 Position used to under fill authorized Water Quality Technician 11 position. 21 Accounting Assistant 11 1 1 Facilities Maintenance 1 1 Mechanic 11 1 1 22 Information Systems Technician 1 1 1 Water Quality Technician 11 0 0 Under filled with (1) WQT 1. 23 Maintenance Distribution Operator 111 4 4 Meter Services Lead 1 1 Mechanic 111 1 1 Personnel Technician 1 1 Plant Operator 11 3 3 As of June 9, 2011 FY 2010-2011 Authorized Positions Salary Start Range Position Classification Budget Emp Status/Comments Date 24 Construction Inspector 1 1 Engineering Tech II 3 2 Vacancy due to long term employee's retirement on 12/30/2010. Vacant position on hold. GIS Technician 0.5 0.5 Info Systems Tech II/Programmer 1 1 25 Assistant Administrator I 0 0 Executive Secretary 1 1 Human Resources Analyst 1 1 Instrumentation Technician 1 1 Sr. Accountant 1 1 26 GIS Administrator 1 1 Project Engineer 2 2 Sr. Construction Inspector 1 1 Sr. Fleet Mechanic 1 1 Sr. Maintenance Distribution Operator 4 4 Sr. Plant Operator 1 1 27 Customer Service Supervisor 1 1 Hired Cheryl Jubrey 05/18/11 28 Management Analyst 1 1 29 Water Quality Engineer 1 1 30 Public Information Officer 1 1 Water Maintenance Superintendent 1 1 SCADA Administrator 1 1 Information Systems Administrator 1 1 31 Chief Plant Operator 1 1 32 33 34 Sr. Project Manager 1 1 35 36 Human Resources and Risk Manager 1 1 37 Engineering Manager 1 1 Finance Director 1 1 Information Technology Director IS Administrator assigned to Acting IT 0 0 Director. Operations Manager 1 1 38 39 40 Assistant General Manager 1 0 Vacant-On hold General Manager 1 1 Total 78.5 73.5