HomeMy WebLinkAbout2011-08-09 - Personnel-Risk Management Committee Meeting Agenda Packet
Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING
Tuesday, August 9, 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. ACWA/JPIA General Liability Insurance Deposit Premium for October 1, 2011 through
September 30, 2012 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, 2011 through September 30, 2012 in the amount of $193,296 and
continue with the Retrospective Allocation Point of $25,000.
2.2. ACWA-JPIA Workers' Compensation Program Renewal for FY 2011/12
Recommendation: That the Committee recommend the Board of Directors approve
the ACWA-JPIA Workers' Compensation Program renewal and deposit premium
estimate for July 1, 2011 - June 30, 2012 at the Board of Directors meeting
scheduled for August 25, 2011.
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 Human Resources and Risk Management Activities
3.2. Status of Recruitments and Budgeted Positions
3.3. Status Report on Committee Specific Strategic Plan Initiatives
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
September 13, 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: August 9, 2011 Budgeted: Yes
Total Budget: $190,000
To: Personnel-Risk Management Cost Estimate: $193,296
Committee
Funding Source: Water Operating
Fund
From: Ken Vecchiarelli, General Account No: 7020-0690-00
Manager
Presented By: Gina Knight, Human Resources Dept: Human
Manager Resources/Risk
Management
Reviewed by Legal: No
Prepared By: Amelia Cloonan, Personnel CEQA Compliance: N/A
Technician
Subject: ACWA/JPIA General Liability Insurance Deposit Premium for October 1, 2011
through September 30, 2012 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, 2011 through
September 30, 2012.
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, 2011 through September 30, 2012 in the
amount of $193,296 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, 2011 through September 30, 2012.
This year's premium is $193,296, a 9% increase from last year's, which was $175,724.00. In 2009
and 2008, the District's premiums were $166,522.00 and $244,389, respectively. The deposit
premium is due September 1, 2011, and must be paid or postmarked by September 30, 2011 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 1.3 whereas last year the e-mod factor was 0.98. 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 $190,000 in the Fiscal Year 2011-2012 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.
ATTACHMENTS:
Name: Description: Type:
Document (8).pdf ACWA/JPIA Auto & General Liability Program for Policy Backup Material
Year 10/1/2011-9/30/2012
ASSOCIATION OF CALIFORNIA WATER AGENCIES
JNA JOINT POWERS INVOICE
1NSURANICE AUTHORITY
AUTO & GENERAL LIABILITY PROGRAM
FOR POLICY-YEAR 10/112011 - 0913012012
l°
i ln
{
Member #YQ02
AUG 2ui1 '
Yorba Linda Water District
PO Box 309 Ua HR / 19iSK MGM
Yorba Linda, CA 92885-0309 By-~
Invoice Cate: July 31, 2011
DESCRIPTION=
Deposit Premium for the 10/1/2011-12 Policy Year $244,216
Amount from RPA Stabilization Fund 50,920
Amount Due: (September 1, 2011)
SUBJECT TO:
PENALTY & INTEREST
IF NOT PAID OR POST MARKED BY
SEPTEMBER 30, 2011
MAKE CHECK PAYABLE TO:
ACWAIJOINT POWERS INSURANCE AUTHORITY
PO Box 619082
Roseville, CA 95661-9082
Pa" boom
31- 2
0 _
P. 4. Box 579082, Roseville, CA 95551-9082 - (800) 231-5742 - www-acwajpia.com
ACWAIJOINT POWERS INSURANCE AUTHORITY
LIABILITY PROGRAM
E-MODIPREMIUM CALCULATION WORK SHEET
AT 7/19/2011
YOrba Linda Water District
10/11/2011-2012 ANNUAL ESTIMATED PAYROLL- $5,458,267
LOSSES FOR PERIOD 1011/2007 THRU 8/3012010
RETRO ALLOCATION POINT. $25,000 AMOUNT USED IN
CLAIMS OVER E-MOD CALL
YEAR CLAIM # TOTAL LOSS RAP RAP (or $15,1300)' (Capped at $75,000)
10/112007-2008 08-9543 $2,914.33 $25,000 $0.00 $0.00
1 011 12007-200$ 09-0542 $4,820.40 $25,000 $0.00 $0.00
101112007-2008 09-0863 $2,350,59 $25,000 $0.00 $0.00
101112008-2009 09-0419 $5.369,035.79 $25,000 $5,369,035.79 $75,000.00
10/112009-2010 10-1543 $83,558.56 $25,000 $89,558.56 $75,000.00
1011/2009-2010 11-0036 $1,001.55 $25,000 $0.04 $0.00
THREE YEAR LOSS TOTAL $5,463,680.82 $5,452,594.35 $150,000.00
EXPERIENCE MODIFICATION FORMULA
STEP 1
$2,250 + [ Payroll x PfR Modifier x { 7 1 Lag of Payroll } ) Basic Premium
$2,250 + [ $5,468,267 x 0.079237 x { 7 f 15.514472 ) } = $197,746
STEP 2
( Three Year Loss Total 1 3 ) 1 Basic Premium District Hate
[ $150,000 1 3 ) ! $197,746 = 0.2529
STEP 3
District Bate 1 Average Hate = Unweighted Modification Factor
0.252850 ! 0.129246 = 1.956347
STEP 4
Square root of { Basic Premium 1 $2,000,000 ) = Credibility Factor
Square root of [ $197,746 f $2,000,000 ) = 0.3144
STEP 5
[ Credibility Factor x Unweighted Modification factor } + [ 1,0 - Credibility Factor E-MOD
{ 0.3144 x 1.9563 } + [ 1.0 - 0.3144 } 1.3000
DEPOSIT PREMIUM FORMULA
STEP 1
Basic Premium x E-MOD = Gross Premium
$197,746 x 1.3000 = $257,070
STEP 2 (3 Programs = 5.00%)
Gross Premium x Multiple Program Discount Factor = Deposit Premium + Adjustment = Adjusted Deposit Premium
$257,070 x 0.95 = $244,216 + $0 = $244,216
THE MINIMUM RAP FOR THE PREMIUM SHOWN ABOVE IS $25,000
YOUR CURRENT RAP lS $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. 2.2
AGENDA REPORT
Meeting Date: August 9, 2011 Budgeted: Yes
To: Personnel-Risk Management Cost Estimate: $109,021
Committee
Funding Source: Operating Funds
From: Ken Vecchiarelli, General Account No: Various
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: ACWA-JPIA Workers' Compensation Program Renewal for FY 2011/12
SUMMARY:
The ACWA Joint Powers Insurance Authority (JPIA) manages the District's Workers' Compensation
program. In addition, the District is a member of JPIA's liability and property insurance programs.
JPIA offers a multiple program discount for agencies enrolled in more than one program. In the
case of Workers' Compensation premiums, the District will receive a 5% discount or $5700 in the
upcoming year. The discount is included in the invoice.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors approve the ACWA-JPIA Workers'
Compensation Program renewal and deposit premium estimate for July 1, 2011 - June 30, 2012 at
the Board of Directors meeting scheduled for August 25, 2011.
DISCUSSION:
The ACWA-JPIA submitted the Workers' Compensation insurance deposit premium estimate for
fiscal year 2011-2012. The deposit premium is attached for the Committee's review.
This year the JPIA's Executive Committee approved renewal of the program with no change in the
rates charged for each of the payroll classifications, effective July 1, 2011. The estimated deposit
premium for the period July 1, 2011 through June 30, 2012 is $109,021.00. The premium is based
on actual payroll. Last year the deposit premium estimate was $116,003.18. The experience
modification factor (e-mod) is .90. This is lower than last year's e-mod factor which was .95.
The workers' compensation costs are not listed as a line item in the approved Budget but are
included in the Personnel costs section.
PRIOR RELEVANT BOARD ACTION(S):
Each year at this time, the Workers' Compensation deposit premiums are presented to the Board of
Directors for review.
ATTACHMENTS:
Name: Description: Type:
Document (8).pdf Workers' Compensation Program Renewal 2011 Backup Material
JUN 2 0 2011
i-
3 JUL 26 Lii
YORBA UNDA WATER DISTRICT
J PIA
MEM0RANDIUM
JOINT POWERS
INSURANCE AUTHORITY
TD: Workers' Compensation Program Members
P. O. Box 619082
Roseville, CA 95661-9082 FROM: Member Services
phone DATE: June 14, 2011
916.786.5742
800.231.5742
SUBJECT: Workers' Compensation Program Renewal
direct line
916-774.7050
800.535.7899 Attached are the 2011 Experience Modification Rating Worksheet
flax and the Estimated Annual Premium Worksheet for your agency.
916.774.7040 The JPIA's Executive Committee approved renewal of the Program
with no change in the rates charged for each of the payroll
wwww.acwajpia.com classifications, effective July 1, 2011. This marks the third straight
President year that the JPIA has held rates steady. However, your agency's
E.G. "Jerry" Gladhach estimated premium may vary from this due to changes in your
estimated payroll as well as changes in your experience
Vice President modification factor. The Estimated Premium Worksheet reflects any
Tom Cuquet such changes.
Chief Exeeutivc Officer
Daniel N. Klaff Your agency's Retrospective Allocation Point (RAP) is also indicated
on the Premium Worksheet. If necessary, the RAP has been
Chief Operations Officer adjusted to the new required minimum as determined by your
Walter "Andy" sells estimated deposit premium. If you would like to select a higher RAP
Auditor/Controller option, please notify Member Services prior to July 1, 2011.
Eldon Boone
Also attached is your agency's Workers' Compensation Program
Executive Committee Declarations Page. In order reduce expenses; we are not
Tons Cuquet distributing a hard copy of the Memorandum of Coverage. It is
Joseph Dion available electronically on the JPIA's website: www._acwajpia.com
E.G. ""Jerry" Gladhach -e
David T. klodgin under the Coverage Programs tab. The document is password
w.D. "Bill" Knutson protected. The username is: ipiamember; the password is: wafer
Melody A. McDonald A paper copy is also available upon request.
Charles W. Muse
Randy A. Record If you have any questions regarding the Workers' Compensation
Lou Reinkens
Program, please contact Member Services.
A Partnership of Public Water Agencies
MEMORANDUM OF WORKERS' COMPENSATION &
EMPLOYER'S LIABILITY COVERAGE
for the
Joint Powers Insurance Authority
Association of California Water Agencies
Throughout this Memorandums, words and phrases that are shown in bold type have special
meaning and are defined in the General Section. Words that appear in CAPITAL LETTERS have
reference to the like titled section in the Memorandum.
DECLARATIONS
MEMBER: Yorba Linda Water District
MAILING ADDRESS: P.O. Box 309
Yorba Linda, CA 92885-0309
COVERAGE PERIOD: July 1, 2011 to July 1, 2012
12:01 A.M. Pacific Standard Time
LIMITS OF COVERAGE:
Workers' Compensation: Bodily Injury by Accident: $2,000,000 Each Accident
Bodily Injury by Disease: $2,000,000 Each Employee
Employer's Liability: Bodily Injury by Accident: $2,000,000 Each Accident
Bodily Injury by Disease: $2,000,000 Each Employee
EXPERIENCE MODIFICATION FACTOR: 0.90
r
Signed by: Date: June 9, 2011
' 14uth&zed Repmsenta
MOWC&E.C-070111
ACWA1JPIA WORKERS' COMPENSATION PROGRAM
DEPOSIT PREMIUM ESTIMATE FOR 7/1/2011 - 76112012
Y0rba Linda Water District NUMBER OF
P.Q. Box 309 EMPLOYEES; 78
Yorba Linda, CA 92885-0309
ESTIMATED ANNUAL ESTIMATED
CLASS RATE AT PAYROLL FOR PREMIUM (ROUNDED
CLASSIFICATION CODE 71112011 711/2091 - 7!1/2012 TO NEAREST
Waterworks Operations 7520 0.051 X $2,146,714.67 $109,482
Salesmen 1 Meter Readers 8742 0.0116 X $1,290,076.03 $14,965
Clerical Office 8810 0.0101 X $1,853,591.36 = $18,822
TOTAL $ 5,300,382.06 $ 143,270
ECONOMY OF SIZE FACTOR X 0.89
DISCOUNTED PREMIUM $ 127,509.95
EXPERIENCE MODIFICATION FACTOR X 0.9
MODIFIED PREMIUM $ 114,758.95
JPIA MULTIPLE PROGRAM DISCOUNT (3 PROGRAMS = 5.00%) X OAS
TOTAL ESTIMATED PREMIUM FOR PERIOD 7/1/2011 - 7/1/2012 $ 109,021.00
THE MINIMUM RAP FOR THE PREMIUM SHCWVN ABOVE IS $15,000.04
YOUR CURRENT RAP IS $15,000.00
IF YOU WISH TO SELECT A HIGHER RAP, PLEASE CONTACT MEMBER SERVICES
THIS IS NOT A BILL - DO NOT PAY THE ESTIMATED/ PREMIUM SHOWN ABOVE
ACWAlJPIA
WORKERS' COMPENSATION
EXPERIENCE RATING FORM
EFFECTIVE 7!112011
For: Yorba Linda Water District
EXPECTED LOSSES:
PAYROLL EXPECTED LOSSES
Class 0710112007- 07101/2008- 07/0112009- Total Loss Expected "D" Primary Excess
Code 2008 2009 2010 Payroll Rate Loss Ratio Loss Loss
7520 2086853,00 2152923.00 2034820.00 6274596.00 1,64 102903.37 0,23 23667.78 79235.60
8742 1025222.00 1070699.00 1199200.00 3295121.00 0.19 6260.73 4.21 1314.75 4945.98
8810 1258952.00 1580234.00 1622691.00 4461877,00 0.17 7585.19 0.24 1820.45 5764.75
TOTAL 116749.30 26802.98 89946.32
(d) - (e) _ (f)
ACTUAL LOSSES:
Actual Primary Actual
Claim Number Policy Year Loss Loss Excess
08-9222 2007-2008 2955.62 2955.62 0.00
08-9780 2007-2008 2672.35 2672,35 0.00
Claims $2000 or less 2007-2008 5193.57 5193.57 0,00
09-0742 2008-2009 28492.43 7000.00 21492.43
Claims $2000 or less 2008-2009 5650.58 5650.58 0.00
10-1459 2009-2010 3236.57 3236.57 0.00
Claims $2040 or less 2009-2010 2069.09 2069.09 0.00
TOTAL 50270.21 28777.78 21492.43
(a) - (b) _ (c)
HATING PROCEDURE:
Total Primary + „S' Value + W x (c) } + 1 - W } x (f) } = Total (g)
Actual (b)
28777.78 0 0.20 21492.43 0,80 89946.32 105033,32
Total Expected + "B" Value Total h
Losses (d) _ ( }
116749.30 0 116749.30
Experience Modifier (g) 1(h) _ 0.9000
ITEM NO. 3.1
AGENDA REPORT
Meeting Date: August 9, 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 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.
Of the 45 applications for the Maintenance Worker I position forwarded to the Operations Manager and the
Water Maintenance Superintendent for review, ten applicants were chosen to be interviewed. The interviews
took place on July 27, 2011. There are two positions to be filled.
The accident that occurred on July 12, 2011 involving a District dump truck and a motorist was found to be
the fault of the motorist. The District driver was not cited. A claims adjuster from the motorist's insurance
company came to the District on July 18, 2011 to inspect the damage to the dump truck.
A one-hour EAP (Employee Assistance Program) workshop, "From Negative Being to Positive You", was
presented to seventeen District employees on July 20, 2011. The workshops are presented at no cost to the
District.
The HR Department staff met with representatives of Wells Fargo Insurance Services on July 21, 2011. 2011
highlights were recapped. The status of negotiations and renewals for 2012 were discussed.
ATTACHMENTS:
Na c : DasCrip1101-c I Vie;;
HR DEPARTMENT ACTIVITY -2010-2011.doc Status of HR Activities Backup Material
Updated: August 2, 2011
HR DEPARTMENT ACTIVITY
2011/2012
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 Procedure GM signed procedure
Procedures reviewed by ACWA- 6/22/2011 with issue
JPIA's Sr. Risk date 7/1/2011.
Consultant. 9/2010 Procedure posted to
Reviewed by Safety & intranet for employee
Wellness Committee acknowledgement.
and Management.
Finalize & to GM
signature.
Emergency Leave Policy Policy BOD approved
and implemented-
10/27/2009.
Employee Performance Evaluation Draft policy will be
Procedure presented to BU for
review and approval
after the MOU is
adopted by the BOD.
Employee's Responsibility for Management reviewed
Maintenance of District Vehicles Draft policy.
To be presented to BU
for review and approval
after MOU is adopted
by the BOD.
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.
Heat Illness Prevention Program Draft policy prepared.
HR Manager to review.
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) 14 District staff
and 10 Other Agency staff attended.
Sept 2011 ACWA/JPIA Scheduling two sessions: Confined Space
Entry and Field Ergonomics.
Oct 2011 ACWA/JPIA Scheduling two sessions: Defensive Driving
and First Responder.
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) 208
5
CURRENT RISK MANAGEMENT/TORT CLAIM ACTIVITY
DATE OF ISSUE/CLAIM NATURE OF RISK MGMNT ACTION TAKEN
REC'D RELATED ISSUE/CLAIM
APR Rec'd claim from A. Lesko re: Negotiations completed.
Damage to Vallecito Lane due Claim settled for
to Ohio and Villa Terrace H2O $5,500.00.
leak
APR Rec'd claim from N. McCauley To be discussed at next
re: mud entering garage due Pers/Risk Management
to 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 date.
and plumbing fees.
SEPT Filed claim with ACWA-JPIA - Rec'd $21,081.25 for total
Backhoe- Liability/property loss 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 received.
Terrace incident
NOV Knight submitted claim Settled for $1,748.20 on
against AT&T on District's 2/18/11.
behalf - broken sewer pipe.
DEC Sent out claim form: Joseph No claim rec'd as of this
Shreve, 3590 Sherwood, YL date.
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
Jorgensen, Attorney, re: 5782 claim - Not the District's.
Mountain View, DOL
8/31/2010
FEB 9, 2011 Rec'd claim from Salvador Returned due to
Amezcua-Homeowner from insufficient information
Ohio and Villa Terrace
6
CURRENT RISK MANAGEMENT/TORT CLAIM ACTIVITY - Page Two
DATE OF ISSUE/CLAIM NATURE OF RISK MGMNT ACTION TAKEN
REC'D RELATED ISSUE/CLAIM
Apr 28, 2011 Claim Form mailed to Irene Claim rec'd and set for
Erdtsieck for damaged tire. payment June 9, 2011.
Release and Waiver
received. Payment sent.
May 26, 2011 City of Anaheim Invoice for Payment of City of
cost to replace streetlight pole Anaheim's Invoice for
& associated hardware for $9,162.84 will appear on
YLWD's backhoe incident of the billboard for Board
September 2010 approval.
June 6, 2011 District GMC Envoy damaged Claim submitted -
in Truck Trailer Collision - investigation pending.
District not at fault.
July 12, 2011 Dump Truck struck by Insurance adjuster
motorist - District not at fault inspected dump truck
7-18-2011
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 Closed No Claire submitted
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
7-12-11 Auto Accident Closed FIRST AID ONLY
7-22-11 Shoulder- Trip & FAII Open YES
8
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 District sponsored Fourth of July event Employee Recognition
- Red/White/Blue Employee Desserts Committee
or Side Dishes
08-11-2011 Hot tap, horseshoe competition, car Employee Recognition
show and Taco event Committee
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 Completed HR/SAFETY
06-23-2011 Check AED's & Log HR/SAFETY
06-23-2011 Post to the District intranet the final HR/SAFETY
Emergency/Fire Evacuation Procedures -
acknowledgement due from all staff -
updated evacuation maps posted all
buildings
06-29-2011 One-hour Employee Assistance Program HR/SAFETY
(EAP) Workshop
07-20-2011 One-hour Employee Assistance Program HR/SAFETY
(EAP) Workshop
07-21-2011 Check AED's & Log HR/SAFETY
10-26-2011 District's annual Health and Benefits Fair HR
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.
07-21-2011 Met with Wells Fargo brokers for status on Human Resources
renewals of health insurance and benefits
12
ITEM NO. 3.2
AGENDA REPORT
Meeting Date: August 9, 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 Budgeted Positions
SUMMARY:
The attached spreadsheet is updated monthly and presented to the Personnel-Risk Management
Committee for discussion.
DISCUSSION:
The Budgeted Positions spreadsheet is updated monthly to show the status of the District's current
recruitment activity. The spreadsheet identifies the current fiscal year's budgeted positions as well
as any current vacancies awaiting action. Items identified in red indicate 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 staff coordinated interviews for the two (2)
Maintenance Worker I recruitment. Ten (10) candidates were interviewed on July 27, 2011. Staff is
currently conducting background checks on the top three candidates to fill the two (2) positions.
ATTACHMENTS:
Narne: Description: 1 ype:
Budgeted Positions 08-02-2011.xls Budgeted Positions Backup Material
As of August 2, 2011
FY 2011-2012 Budgeted 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 1 Vacancy due to employee's resignation on
1 6/21/2011. Vacant position on hold.
17 Accounting Assistant 1 1 1
Customer Service Representative 11 1 1
Engineering Secretary 1 1
Maintenance Worker 1 9 10 Adding (2) MWI to Wastewater Collections.
Interviews were held on July 27, 2011.
Conducting background checks on top
candidates.
rechanic I 0 0
ons Secretary 0 0
18 Meter Reader 11 2 2
19 Customer Service Representative 111 2 2
Operations Assistant 1 1
20 Engineering Technician 1 0 0
Maintenance Distribution Operator 11 8 5 Under filled with (2) Maint. Worker I
positions.
Water Quality Technician 1 0 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 1 0 Under filled with (1) WQT 1.
23 Maintenance Distribution Operator 111 4 3 Long term employee resigned 07/08/11.
Meter Services Lead 1 1
Mechanic 111 1 1
Personnel Technician 1 1
Plant Operator 11 3 3
As of August 2, 2011
FY 2011-2012 Budgeted Positions
Salary Start
Range Position Classification Budget Emp Status/Comments Date
24 Construction Inspector 1 1
Engineering Tech II 2 2
Info Systems Tech II/Programmer 1 1
25 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
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
37 Engineering Manager 1 1
Finance Manager 1 1
Human Resources and Risk Manager 1 1
IT Manager IS Administrator assigned to Acting IT
1 0 Manager.
Operations Manager 1 1
38
39
40
General Manager 1 1
Total 76 71
FY 2011-2012 Authorized Part-Time/Intern Positions
Salary Start
Range Position Classification Budget Emp Status/Comments Date
1-11 Public Information Intern 0.5 0
Governmental Affairs Intern 0.5 0
1 24 GIS Technician 0.5 0.5
Total 1.5 0.5
ITEM NO. 3.3
AGENDA REPORT
Meeting Date: August 9, 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: Miguel Serna, Human CEQA Compliance: N/A
Resources Analyst
Subject: Status Report on Committee Specific Strategic Plan Initiatives
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 and Risk
Management Department activities in regards to the completion of specific Strategic Plan 2011-
2013 initiatives and goals. The goals, objectives and action steps within this strategic plan were
determined by the mission and vision statements and core values of the District and further
established through the process initiated by the Board of Directors at their Strategic Planning
Workshop on January 20, 2011. Stakeholders participating in this process include all five Board
Members, the Executive Management team and members of the Employee Productivity-Innovation-
Communications (EPIC) Committee, made up of staff representatives with varied levels of
experience and expertise from across all District departments.
Workforce Engagement (WE 1-B): Human Resources Staff met with Wells Fargo Benefits on July
21, 2011 to explore alternative benefits. Human Resources staff will send census information to
Well Fargo Benefits on August 5, 2011 to conduct a market study.
Workforce Engagement (WE 2-13): Human Resources staff will distribute a questionnaire that will be
provided to the incumbents to determine what competencies, skills, education or certification is
required for the determined key positions. The questionnaire will be distributed to the incumbents by
August 15, 2011.
Workforce Engagement (WE 2-C): Human Resources Staff will also distribute a questionnaire that
will be distributed to employees to determine their future career goals. In addition, the survey will
also collect information relative to the current skills and competencies of District staff. The survey
will also be distributed through www.surveymonkey.com by August 8, 2011.
Workforce Engagement (WE 2-D): Human Resources staff will prepare a draft of career
advancement workshops/lectures to aid employees with their career goals by August 22, 2011.
ATTACHMENTS:
Name: ids s-- iption: ype:
Strategic Plan Tracking- PRM -2011-2012.xlsx Strategic Plan Activities Backup Material
Strategic Plan Initiatives Status Report
Personnel- Risk Management
Strategies
Start Date
Completion
Lead Party
Jul 2011 Progress
Date
CP 1: Increase Brand Reco nition within the Communit
Continue to Support
Regional Training and
Multi- Agency
General
CP 1 -D
Workgroups through
On -going
On -going
Manager
the Joint Use of the
Administration
Building
OE 1: O timize Use of Existin
g Technologies
Provide, Support and
OE 1 -C
Encourage Employee
On -going
On -going
Executive Staff
Training
WE 1: Retain a Highly Skilled and Capable Workforce
Maintain Competitive
Compensation via
WE 1 -A
Classification and
On -going
On -going
HR Manager
Compensation
Surveys
Tentative meeting scheduled (7 -21 -2011) with
WE 1 -B
Explore Alternative
Jul -11
Jun -12
HR Manager
Benefits
Benefits Broker to explore alternative benefits.
Establish Career
WE 1 -C
Development
Jul -11
Dec -11
Executive Staff
Expectations of
Existing Employees
Develop Methodologies
Executive
WE 1 -D
to Assist Employees in
Jan-12
On -going
Staff /EPIC
Attaining Career
Committee
Expectations
Coordinated with ACWA -JPIA a hands -
Continue to Support
General
on /classroom underground utility line locator
WE 1 -E
Additional Training for
On -going
On -going
Manager /HR
workshop for staff involved in excavation
Staff
Manager
operations and /or perform subsurface
installation locating activities.
Execute Timely and
WE 1 -G
Consistent Employee
On -going
On -going
General
Performance
Manager
Evaluations
WE 2: Develop a Comprehensive Succession Plan
Staff has collected and analyzed the
Indentify Key Roles for
General
demogrpahic data of all employees and
WE 2 -A
Succession
Jul -11
Sep -11
Manager / HR
determined which positions will be of key
Manager
importance as long term employees begin to
retire.
Define the
General
WE 2 -13
Competencies and
Jul -11
Sep -11
Manager /HR
Develop questionaire and provide to
Motivational Profile
Manager
incumbents.
Required for Key Roles
Identify Individuals
General
WE 2 -C
with the Potential to
Jul -11
Sep -11
Manager /HR
Develop questionaire and provide to employees
Perform Highly in Key
to determine future career goals.
Roles
Manager
Develop Methodologies
Make access to the District's tuition
to Assist Employees in
HR
reimbursment program, local colleges, ACWA-
WE 2 -D
Preparing for
Oct -11
Dec -11
Manager /EPIC
JPIA Professional Development Program and
Advancement
Committee
Libert Cassity Whitmore Supervisor trainig
more centralized.