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HomeMy WebLinkAbout2011-11-08 - Personnel-Risk Management Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING Tuesday, November 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. 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. Safety Consultant Professional Services Agreement with The Aspen Group Recommendation: That the Committee recommend the Board of Directors enter into a Professional Services Agreement with The Aspen Group for the provision of safety-related consulting services. 2.2. Placement of NEOGOV Logo on District's Employment and Job Description Web Pages Recommendation: That the Committee recommend the Board of Directors approve the limited placement of NEOGOV's logo exclusively and limited to the District's employment and job description web pages. 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. Development and Implementation of an Internship Program 3.2. Status of Recruitments and Budgeted Positions 3.3. Status of Human Resources and Risk Management Activities 3.4. Status of Strategic Plan Initiatives 3.5. Future Agenda Items and Staff Tasks 4. ADJOURNMENT 4.1. The next meeting of the Personnel-Risk Management Committee will be held December 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: November 8, 2011 Budgeted: Yes Total Budget: $67,000 To: Personnel-Risk Management Committee Funding Source: All Funds From: Ken Vecchiarelli, General Account No: 1-7030-0780-00 Manager Presented By: Gina Knight, HR/Risk Manager Reviewed by Legal: N/A Prepared By: Amelia Cloonan, Personnel CEQA Compliance: N/A Technician Subject: Safety Consultant Professional Services Agreement with The Aspen Group SUMMARY: In August 2011, the District issued a request for proposal for Safety Consultant Services. The consultant will work on a part-time basis providing safety-related consulting services. Responses were received from three qualified candidates who participated in interviews on October 20 and 21, 2011. The interview process resulted in the selection of The Aspen Group as the most qualified candidate. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors enter into a Professional Services Agreement with The Aspen Group for the provision of safety-related consulting services. DISCUSSION: On August 23, 2011, the District sent out a request for proposal for safety-related services to six vendors. Three qualified candidates responded by the closing date on September 28, 2011. The proposals were reviewed and interviews scheduled for October 20 and 21, 2011. The objective of contracting with a safety consultant is to assist the District in Cal-OSHA compliance, revising and updating existing Safety related programs, facilitating inspections and improving the overall safety culture of the District. The interviews took place on October 20 and 21, 2011. Gina Knight, Human Resources Manager, and Peter Kuchinsky, ACWA/JPIA's Risk Manager, were the panelists. It was decided that The Aspen Group, based on their proposal response, presentation and participation in the interview process, be selected as the final candidate. The District desires to enter into a Professional Services Agreement with The Aspen Group for the provision of safety-related services as outlined in the request for proposal and their response to that proposal. ATTACHMENTS: Name: Description: Type: FINAL RFP FOR SAFETY SERVICES (2).docx RFP for Safety Consulting Services Backup Material Yorba Linda Water District REQUEST FOR PROPOSAL SAFETY CONSULTING SERVICES Issued August 23, 2011 Response Due by: 4:00 p.m., Wednesday September 28, 2011 TABLE OF CONTENTS A. PROPOSAL INFORMATION B. TIMETABLE C. BACKGROUND D. SCOPE OF SERVICES AND REQUIREMENTS 1. Safety Inspections and Evaluation surveys 2. Safety Training E. TERMS OF PROPOSAL 1. Term of Contract 2. Pre-Contractual Expenses 3. Contract Award 4. Insurance Requirements 5. Agreement Not to Discriminate 6. No Assignment 7. Assigned Personnel 8. Compensation 9. Personal Protective Equipment F. EVALUATION CRITERIA EXHIBIT 1 Requested Information for Safety Consulting Services EXHIBIT 2 Sample Professional Services Agreement YORBA LINDA WATER DISTRICT REQUEST FOR PROPOSAL FOR SAFETY CONSULTING SERVICES August 23, 2011 A. PROPOSAL INFORMATION Your firm has been invited by the Yorba Linda Water District (YLWD or District) to submit a written proposal for Safety Consulting Services. Proposals must be received by 4:00 p.m. Wednesday September 28, 2011. Proposals must respond in the manner specified in this Request for Proposal, and proposals received by facsimile or email will not be considered. YLWD reserves the right to reject proposals or to waive irregularities in any proposal or in the proposal procedures. Submit one (1) electronic copy of your proposal and two (2) hardcopies of your proposal to: Attn: Human Resources and Risk Manager Yorba Linda Water District 1717 E. Miraloma Avenue Placentia CA 92870 Any questions regarding this proposal should be directed to Gina Knight by e-mail at gknight(c -ylwd.com. All questions received and responses will be made available to all proposers. With the exception of Ms. Knight, YLWD staff should not be contacted regarding this proposal. You may be invited to make an oral presentation. The contract, if any is awarded, will be awarded to the firm(s) whose overall proposal(s) demonstrates the ability to best meet the needs of YLWD. This will not be judged solely on the price of the contract. By submitting a proposal, the proposer acknowledges and agrees that YLWD reserves the right to investigate the qualifications of all firms under consideration and to confirm any part of the information furnished by any proposer, or to require other evidence of managerial, financial or technical capabilities considered necessary to fulfill the contract successfully. Exhibit 1 details the requested information that must be provided in order to assist YLWD in evaluating the proposal(s). The proposal must include a Scope of Work, a Cost Proposal for Work and a Fee Schedule as exhibits. B. TIMETABLE Tentative dates for activity relating to the proposal are given below: 1. Requests for Proposal Mailed August 23, 2011 2. Deadline for Receipt of Proposals September 28, 2011 3. Tentative Date for Interviews October 20, 2011 4. Award of Contract November 10, 2011 The proposed timeline is recognized to be accelerated. C. BACKGROUND The Yorba Linda Water District has one (1) primary campus consisting of the District's main headquarters, Operations Facility, warehouse, mechanic shop and water quality lab on campus. The District also has fourteen (14) reservoirs, nine (9) wells and twelve (12) booster pump stations (BPS) located throughout the city of Yorba Linda and parts of Placentia. The District's Operations Facility is located at 913 Richfield Rd. Placentia, CA 92870. The District's Headquarters Facility is located at 1717 E. Miraloma Avenue, Placentia, CA 92870. YLWD currently has 76 full time employees that represent office staff performing engineering services, clerical, administrative, support, management functions, as well as field operations. YLWD's Human Resources and Risk Manager currently serves as the District's Safety Officer. This position is responsible for Safety, Risk Management (Workers' Compensation and Property Liability); Training; and Human Resources related duties. Current staff members assigned to the Human Resources Department desire assistance in order to support the safety needs of YLWD in ensuring full regulatory compliance. To facilitate implementation of its safety programs, YLWD staff members have identified the need for outside support services. D. SCOPE OF SERVICES AND REQUIREMENTS Consultant will be provided office/cubicle space at the District's main headquarters. The Consultant must be at the District's main headquarters at least one (1) day (eight to nine hours) every two (2) weeks. Consultant will report to the District's Human Resources and Risk Manager as a Direct Report but will coordinate closely with Operations management and supervisors as well as line staff. Travel to the various reservoirs and booster pump stations will be required as part of the scope of work. The following lists examples of work that will be requested: 1. Safety Inspections and Evaluation Surveys a. Through on-site inspection of the premises and operations of each facility, to include reservoirs and BPS, identify automobile, general liability and workers' compensation hazards/exposures that could result in: 1) Bodily injury to employees and/or the public 2) Property/Equipment Damage b. Evaluate hazards/exposures identified by employees as being areas of concern. c. Evaluate compliance with State and Federal OSHA regulations including but not limited to posting of signs and notices, hazardous materials, confined spaces, trenching and shoring, heavy equipment operation, materials storage, machine guarding, working at elevation and fall protection, lock-out/block-out/tag-out, respiratory protection and use of personal protective equipment. d. Evaluate existing safety/loss control programs including organization and management philosophy, staff responsibilities for safety, safety committee function and any other pertinent information which will lead to practical loss prevention recommendations. Assist in development and/or revision of safety/loss control programs as needed to bring YLWD into administrative compliance of regulations. e. Recommend action(s) necessary to properly train supervisors to implement and manage a successful loss prevention program. Recommendations should include but not be limited to the enhancement of mishap prevention, employee safety, motivation, communication and mishap investigation and reporting. f. Recommend action(s) necessary to properly target and train employees in those functional areas in which they work. g. Perform and/or coordinate Industrial Hygiene activities to include baseline surveys for sound level exposure, chemical exposure and other samples as necessary. Indicate if the proposed flat fee includes this service, and if not, the proposed fee for said services. h. Prepare written reports after each inspection/survey identifying hazards, evaluating the effectiveness of the current programs and recommending practical solutions for implementation. Subsequent reports should monitor the implementation of recommendations and their effectiveness. Each report should contain an executive summary highlighting the primary recommendations, trends or serious conditions that require immediate attention. i. Attend Safety Committee meetings in role of advisor. Provide guidance on Committee roles and responsibilities, function and effectiveness. 2. Safety Training Conduct or assist in identifying resources to include but not be limited to the following training areas: a. Forklift Safety Training b. Fall Protection C. Trenching & Shoring d. Traffic Control e. Confined Space Entry f. Confined Space Rescue g. Lock-out/Tag-out h. Ladder Safety i. Hazard Communication j. Asbestos Pipe Handling k. Heat Stress 1. Hearing Conservation M. Respiratory Protection n. Electrical Safety (NFPA 70E) o. Personal Protective Equipment P. Commercial Vehicle Inspection q. Heavy Equipment Operation r. Laboratory Safety (Chemical Hygiene) S. Blood-borne Pathogens E. TERMS OF PROPOSAL 1. Term of Contract Term of initial contract shall be from the agreed upon start date through June 30, 2012. Satisfactory performance may, based upon Board budget approval, provide for extension of the contract through June 2013, solely at the discretion of YLWD. 2. Pre-Contractual Expenses YLWD will not, in any event, be liable for any pre-contractual expenses incurred by the proposer. The proposer will not include any such expenses as part of the price as proposed in response to this RFP. 3. Contract Award YLWD reserves the right to withdraw this RFP at any time without prior notice. Further, YLWD makes no representations that any agreement will be awarded to any proposer responding to this RFP. YLWD expressly reserves the right to postpone proposal opening for its own convenience and to reject any and all proposals responding to this RFP without indicating reasons for such rejections. YLWD reserves the right to make its award on subjective factors and will not be awarding this contract solely on the basis of lowest bid received. If a contract is awarded, the successful proposer must sign the District's form contract, which is attached as Exhibit B to this RFP. 4. Insurance Requirements The selected firm shall maintain insurance coverage that is acceptable to YLWD. Endorsements of insurance will be required, naming YLWD, its affiliated organizations and its and their respective officers, directors, trustees, employees, agents, consultants, attorneys, successors and assigns as Additional Insureds for Commercial General Liability and Automobile Liability. Before providing services, the Consultant shall provide required Certificates of Insurance and endorsements on approved ACORD forms for the following: a. Commercial General Liability insurance with minimum limits of $1,000,000 per occurrence; $2,000,000 aggregate. b. Automobile Liability insurance with minimum limits of $1,000,000 per accident. C. Workers' Compensation with statutory limits, as required by the Labor Code of the State of California, and employer's Liability with minimum limits of $1,000,000 per occurrence. d. Professional Liability/Errors and Omissions insurance with minimum limits of $1,000,000 per occurrence per claims made. Insurance must be maintained and evidence of insurance must be provided for at least three (3) years after completion of Agreement or the work. 5. Agreement Not to Discriminate In the performance of the terms of any contract resulting from this proposal, the provider agrees not to engage in nor permit subcontractors, where applicable, from engaging in discrimination in employment of persons because of race, color, national origin or ancestry, age, gender, disability or religion of such persons unless permitted by law. 6. No Assignment No assignment by the contractor of contract will be recognized by YLWD unless such assignments have had prior written approval and consent from the YLWD Project Manager. YLWD will be specifically contracting for the services of the individuals in the firm making the proposal, and the qualifications of those individuals will be material inducement for the award of the contract. 7. Assigned Personnel The experience and references of each assigned consultant will be a significant determining factor in selection of the consulting firm. Subcontracting of services to any consultant not designated and approved by YLWD will not be permitted. 8. Reimbursement YLWD will reimburse mileage only at the current IRS mileage rates. Mileage estimates should be included in the proposal. It is highly desirable that the assigned consultant live in reasonable proximity so as to not incur lodging and per diem expenses. 9. Personal Protective Equipment Assigned consultant(s) will be required to provide their own Personal Protective Equipment based on identified hazards at YLWD facilities. F. EVALUATION CRITERIA Some of the criteria used to evaluate the proposal are listed below: 1. Experience of the firm and particularly the safety consultant(s) proposed to be assigned to the project. 2. Nature and relevance of work currently being performed. 3. Availability of safety consultants to be on-site one (1) day per week, eight (8) to nine (9) hours per day and to promptly respond to requests and questions. 4. Demonstrated knowledge of public agencies, particularly water districts. 5. Understanding the needs and requirements of YLWD. 6. Quality of references. 7. Fees charged and other contract requirements. 8. The content and form of written proposal. 9. Sample written reports. 10. Credentials and accreditation of assigned consultant(s). EXHIBIT 1 Yorba Linda Water District REQUESTED INFORMATION FOR SAFETY CONSULTING SERVICES REQUESTED INFORMATION This section contains questions that will allow YLWD to evaluate your firm and the services you provide. To be considered, your proposal must respond to the questions in the order they are requested and be numbered the same way. A. Company Information The following questions relate to general information about your firm: 1. Provide the address and telephone number of your home office and any other office locations. Identify the office location that will provide services to YLWD. 2. Federal Tax Identification Number. 3. List the principal owners, partners or officers and include their business address and telephone numbers. 4. How many years have you been in business? 5. What percentage of your clients are public entities, and what percentage are water or sanitation districts? 6. Is there pending litigation against your firm? If so, please provide details. 7. Does your firm anticipate selling or merging with any other firms in the next three years? If yes, please provide details. B. Organization and Personnel 1. Provide an organization chart for your firm. Also provide an organization chart for the location where this account will be handled, and include the number of individuals in each position. 2. Provide resumes of personnel who would be assigned to our account. Resumes should include the length of time employed by your firm, any certifications they hold and a listing of their clients. Identify whether consultant is an employee or subcontractor. 3. Include a statement that only safety consultants approved in writing by YLWD will be assigned to the account and that they will not be removed or replaced without prior written agreement from YLWD. 4. Affirm that no employees working on the project have ever been convicted of a felony. C. Scope of Work 1. Include a restatement of the scope of work to be performed and the methodology to complete the scope, including your understanding of the tasks required by YLWD. 2. Your availability to promptly provide services as stated will be a key factor in the selection process. Describe how your firm will respond to such a schedule for providing services and responding to questions. D. Insurance Please provide your insurance carrier name and limits for each line of insurance. 1. Commercial General Liability 2. Automobile Liability 3. Workers' Compensation/Employer's Liability 4. Professional Liability/Errors and Omissions E. Other Documents and Information The following documents/information should be included in your proposal package: 1. Client references including the company name, contact person, title, address, telephone number and name(s) of your staff assigned to the project. Client references must be provided for all staff that would be assigned to the account. 2. Sample written report(s) by each safety consultant proposed to be assigned. F. Fees 1. Consulting Services: Provide the proposed fees for your services. If on an hourly basis, please provide the following: a. Hourly rate. b. Billing increments (e.g. 10 minute increments) C. Travel time, if any charge. d. Confirm that fee includes all overhead and clerical expenses. e. Identify any fees not reflected above. 2. Training: List training sessions your firm is able to provide and for each session include the following (please do not insert catalog): a. Title b. Brief description c. Session Leader(s) d. Certification/experience of Session Leader(s) e. Length of session f. Fee for each session g. Discuss any limitations on number of sessions capable of providing on an annual basis. G. Authorized Signature The proposal must be signed and dated by the person authorized to bind your firm and should state the number of days your offer will remain firm after the date of signature. EXHIBIT 2 Yorba Linda Water District PROFESSIONAL SERVICES AGREEMENT BETWEEN THE YORBA LINDA WATER DISTRICT AND [ INSERT PARTY] PROJECT/SITE: [INSERT DESCRIPTION] JOB [INSERT JOB#] DATE: [INSERT DATE] THIS PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and entered into on , 20117 by and between the YORBA LINDA WATER DISTRICT, a local public agency, created and operating under authority of Division 12 of the California Water Code ("District"), and [INSERT CONSULTANT] ("Consultant") (collectively referred to herein as the "Parties"). WHEREAS, District is engaging in the Project described in the Scope of Work attached as Exhibit "A"; and WHEREAS, District requires a professional consultant with the requisite knowledge, skill, ability and expertise to provide the necessary services for District during all phases of the Project to which the specialized services of Consultant are appropriate; and WHEREAS, Consultant represents to District that it is fully qualified and available to perform the services for and as requested by District; and NOW, THEREFORE, in consideration of the mutual promises, covenants, and terms and conditions herein, the Parties agree as follows: 1.0. SCOPE OF WORK. The services to be provided by Consultant ("Work") are called out in the Scope of Work attached as Exhibit "A" and incorporated herein by reference. All Work shall be performed in accordance with the standards customarily provided by an experienced and competent professional rendering the same or similar services and in such a prompt and continuous fashion as not to impede or delay the overall completion of the Project. 1.1. Project Manager. Consultant acknowledges that continuous and effective communication between District, Consultant, and other consultants (as appropriate) is necessary to the successful completion of the Project. Consultant may also be required to furnish copies of its work product and communications to others as requested by District. Consultant's primary contact with District shall be through District's Project Manager specified on Exhibit "A." District's primary contact with Consultant shall be through the Consultant's Representative, designated on Consultant's Cost Proposal attached as Exhibit "B," and incorporated herein by reference. When requested by District, Consultant's Representative shall attend Project meetings and will undertake, as a part of its professional responsibility under this Agreement, to coordinate its activities with all appropriate individuals and consultants. 1.2. Use of Designs and Drawings. All work product of Consultant, whether created solely by Consultant or in cooperation with others, is prepared specifically and expressly for District and all right, title, and interest therein shall be owned by District. District shall make available to Consultant such information, documents, graphs, studies, etc., which District possesses or has access to, which are relevant to Consultant's Work pursuant to this Agreement. 1.3. Review. Consultant shall furnish District with reasonable opportunities from time to time to ascertain whether the Work of Consultant are being performed in accordance with this Agreement. All Work done and materials furnished shall be subject to final review and approval by District. District's interim review and approval of Consultant's work product shall not relieve Consultant of its obligations to fully perform this Agreement. 1.4. Commencement of Work. The Project start date is called out on Exhibit "A." 1.5. Time Is Of The Essence. Consultant shall perform all Work with due diligence as time is of the essence in the performance of this Agreement. Time limits applicable for the performance of Consultant's Work are established in Exhibit "A." 2.0 COMPENSATION. As compensation for performance of the Work specified under the Scope of Work (Exhibit "A"), District shall pay Consultant an amount not to exceed that contained in Consultant's Cost Proposal (Exhibit "B"). Payment will be made at the rates set forth in Consultant's Fee Schedule, which is attached as Exhibit "C" and incorporated herein by reference. Costs or expenses not designated or identified in the Fee Schedule shall not be reimbursable unless otherwise provided in this Agreement. 2.1. Invoicing. Consultant shall submit an invoice within ten (10) days after the end of each month during the term of this Agreement describing the Work performed for which payment is requested. District shall review and approve all invoices prior to payment. District shall pay approved invoices within thirty (30) days of receipt. Consultant agrees to submit additional documentation to support the invoice if requested. If District does not approve an invoice, District shall send a notice to Consultant setting forth the reason(s) the invoice was not approved. Consultant may re-invoice District to cure the defects identified by District. The revised invoice will be treated as a new submittal. District's determinations regarding verification of Consultant's performance, accrued reimbursable expenses, if any, and percentage of completion shall be binding and conclusive. Consultant's time records, invoices, receipts and other documentation supporting the invoices shall be available for review by District upon reasonable notice and shall be retained by Consultant for three (3) years after completion of the Project. 2.2. Extra Services. Before performing any services outside the scope of this Agreement ("Extra Services"), Consultant shall submit a written request for approval of such Extra Services and receive written approval from District. District shall have no responsibility to compensate Consultant for any Extra Services provided by Consultant without such prior written approval. 3.0 TERMINATION. District may terminate this Agreement at any time upon ten (10) days written notice to Consultant. Should District exercise the right to terminate this Agreement, District shall pay Consultant for any Work satisfactorily completed prior to the date of termination, based upon Consultant's Fee Schedule. Consultant may terminate this Agreement upon ten (10) days written notice to District in the event of substantial failure by District to perform in accordance with the terms hereof through no fault of Consultant; or in the event District fails to pay Consultant in accordance with the terms in Section 2.0; or if Consultant's Work hereunder is suspended for a period of time greater than ninety (90) days through no fault of Consultant. 3.1. Withholding Payment. In the event District has reasonable grounds to believe Consultant will be materially unable to perform the Work under this Agreement, or if District becomes aware of a potential claim against Consultant or District arising out of Consultant's negligence, intentional act or breach of any provision of this Agreement, including a potential claim against Consultant by District, then District may, to the fullest extent allowed by law, withhold payment of any amount payable to Consultant that District determines is related to such inability to complete the Work, negligence, intentional act, or breach. 4.0. SAFETY. Consultant shall conduct and maintain the Work so as to avoid injury or damage to any person or property. Consultant shall at all times exercise all necessary safety precautions appropriate to the nature of the Work and the conditions under which the Work is to be performed, and be in compliance with all applicable federal, state and local statutory and regulatory requirements including State of California, Department of Industrial Relations (Cal/OSHA) regulations. Consultant is responsible for the safety of all Consultant personnel at all times during performance of its Work, including while on District property. 5.0 INDEMNIFICATION. 5.1. When the law establishes a professional standard of care for the Consultant's services, to the fullest extent permitted by law, Consultant will defend, indemnify and hold harmless District, its directors, officers, employees, and authorized volunteers from and against all claims and demands of all persons that arise out of, pertain to, or relate to the Consultant's negligence, recklessness, or willful misconduct in the performance (or actual or alleged non-performance) of the Work under this Agreement. Consultant shall defend itself against any and all liabilities, claims, losses, damages, and costs arising out of or alleged to arise out of Consultant's performance or non-performance of the Work hereunder, and shall not tender such claims to District nor to its directors, officers, employees, or authorized volunteers, for defense or indemnity. 5.2. Other than in the performance of professional services, to the fullest extent permitted by law, Consultant will defend, indemnify and hold harmless District, its directors, officers, employees and authorized volunteers from and against all claims and demands of all persons arising out the performance (or actual or alleged non-performance) of the Work (including the furnishing of materials), including but not limited to claims by the Consultant, Consultant's employees and any subconsultants for damages to persons or property, except for damages resulting from the willful misconduct, sole negligence or active negligence of District, its directors, officers, employees, or authorized volunteers. 5.3. Consultant shall defend, at Consultant's own cost, expense and risk, any and all such aforesaid suits, actions or other legal proceedings of every kind that may be brought or instituted against District or any of its directors, officers, employees, or authorized volunteers, with legal counsel reasonably acceptable to District. Consultant shall pay and satisfy any judgment, award or decree that may be rendered against District or any of its directors, officers, employees, or authorized volunteers, in any and all such aforesaid suits, actions, or other legal proceedings for which Consultant is obligated to defend, indemnify and hold harmless District, its directors, officers, employees and authorized volunteers under this Agreement. 5.4. Consultant shall reimburse District or its directors, officers, employees, and authorized volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by District or its directors, officers, employees, or authorized volunteers. 6.0 INSURANCE REQUIREMENTS. Prior to execution of this Agreement, and at any time thereafter on request, Consultant shall provide executed certificates of insurance and policy endorsements acceptable to District evidencing the required coverage and limits for each insurance policy. Each insurance policy shall be primary insurance as respects District, its affiliated organizations and its and their respective officers, directors, trustees, employees, agents, consultants, attorneys, successors and assigns (collectively, the "Covered Parties") for all liability arising out of the activities performed by or on behalf of Consultant. Any insurance, pool coverage, or self-insurance maintained by Covered Parties shall be excess of Consultant's insurance and shall not contribute to it. Except for the Errors and Omissions policy (Section 6.4), all insurance coverage maintained or procured pursuant to this Agreement shall be endorsed to waive subrogation against the Covered Parties or shall specifically allow Consultant or others providing insurance evidence in compliance with these requirements to waive their right of recovery prior to loss. Consultant waives its right of recovery against the Covered Parties for damages covered by insurance required by this Agreement. Consultant shall require similar written express waivers and insurance clauses from each of its subcontractors. The insurer issuing the Workers' Compensation insurance shall amend its policy to waive all rights of subrogation against the Covered Parties. Each insurance policy shall provide, or be endorsed to provide, that coverage shall not be cancelled except after thirty (30) days prior written notice by U.S. Mail (ten (10) days for non-payment of premium) has been given to District. Unless otherwise approved by District, each insurance provider shall be authorized to do business in California and have an A.M. Best rating (or equivalent) of not less than "A-:VII." Consultant shall provide and maintain at all times during the performance of this Agreement the following insurance: (1) Commercial General Liability ("CGL") insurance; (2) Automobile Liability insurance; (3) Workers' Compensation and Employer's Liability insurance; and (4) Errors and Omissions ("E&O") liability insurance. 6.1. Commercial General Liability. Each CGL policy shall identify Covered Parties as additional insured, or be endorsed to identify Covered Parties as additional insured using a form acceptable to the District. Coverage for additional insured shall not be limited to vicarious liability. Defense costs must be paid in addition to limits. Each CGL policy shall have liability coverage limits of at least $1,000,000 per occurrence for bodily injury, personal injury and property damage, and either at least (a) $2,000,000 aggregate total bodily injury, personal injury and property damage applied separately to the Project; or at least (b) $570007000 general aggregate limit for all operations. CGL insurance and endorsements shall be kept in force at all times during the performance of this Agreement and all coverage required herein shall be maintained after the term of this Agreement so long as such coverage is reasonably available. 6.2. Automobile Liability. Each Automobile Liability policy shall require coverage for "any auto" and shall have limits of at least $1,000,000 for bodily injury and property damage, each accident, and shall use ISO policy form "CA 00 01," including owned, non-owned and hired autos, or the exact equivalent. If Consultant owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the CGL policy described above. Automobile Liability insurance and endorsements shall be kept in force at all times during the performance of this Agreement and all coverage required herein shall be maintained after the term of this Agreement so long as such coverage is reasonably available. 6.3. Workers' Compensation/Employer's Liability. Consultant shall cover or insure the existence of coverage under the applicable laws relating to Workers' Compensation insurance, all of their employees employed directly by them or through subconsultants at all times in carrying out the Work contemplated under this Agreement, in accordance with the "Workers' Compensation and Insurance Act" of the California Labor Code and any amendatory Acts. Consultant shall provide Employer's Liability insurance with limits of at least $1,000,000 each accident, $1,000,000 disease policy limit, and $1,000,000 disease each employee. By Consultant's signature hereunder, Consultant certifies that it is aware of the provisions of Section 3700 of the California Labor Code, which requires every employer to be insured against liability for Workers' Compensation or to undertake self-insurance in accordance with the provisions of that code, and that Consultant will comply with such provisions before commencing Work under this Agreement. Upon the request of District, subconsultants must provide certificates of insurance evidencing such coverage. 6.4. Errors and Omissions. Each E&O policy shall have limits of at least $1,000,000 per claim and $1,000,000 aggregate. E&O insurance and endorsements shall be kept in force at all times during the performance of this Agreement and all coverage required herein shall be maintained after the term of this Agreement so long as such coverage is reasonably available. 7.0. INDEPENDENT CONTRACTOR. The Parties agree that the relationship between District and Consultant is that of an independent contractor and Consultant shall not, in any way, be considered to be an employee or agent of District. Consultant shall not represent or otherwise hold out itself or any of its directors, officers, partners, employees, or agents to be an agent or employee of District. District will not be legally or financially responsible for any damage or loss that may be sustained by Consultant because of any act, error, or omission of Consultant or any other consultant, nor shall Consultant make any claim against District arising out of any such act, error, or omission. 7.1. Taxes and Benefits. Consultant shall be solely responsible for the payment of all federal, state and local income tax, social security tax, Workers' Compensation insurance, state disability insurance, and any other taxes or insurance Consultant, as an independent contractor, is responsible for paying under federal, state or local law. Consultant is not eligible to receive Workers' Compensation, medical, indemnity or retirement benefits through District, including but not limited to enrollment in CalPERS. Consultant is not eligible to receive overtime, vacation or sick pay. 7.2. Permits and Licenses. Consultant shall procure and maintain all permits, and licenses and other government-required certification necessary for the performance of its Work, all at the sole cost of Consultant. None of the items referenced in this section shall be reimbursable to Consultant under the Agreement. 7.3. Methods. Consultant shall have the sole and absolute discretion in determining the methods, details and means of performing the Work required by District. Consultant shall furnish, at its own expense, all labor, materials, equipment, tools and transportation necessary for the successful completion of the Work to be performed under this Agreement. District shall not have any right to direct the methods, details and means of the Work; however, Consultant must receive prior written approval from District before assigning or changing any assignment of Consultant's project manager or key personnel and before using any subconsultants or subconsultant agreements for services or materials under this Agreement and any work authorizations. 8.0. NOTICES. Any notice may be served upon either Party by delivering it in person, or by depositing it in a U.S. Mail Deposit Box with the postage thereon fully prepaid, and addressed to the Party at the address set forth below: District: Kenneth R. Vecchiarelli, General Manager Yorba Linda Water District P.O. Box 309 Yorba Linda, California 92885-0309 Consultant: As designated in Exhibit "B." Any notice given hereunder shall be deemed effective in the case of personal delivery, upon receipt thereof, or, in the case of mailing, at the moment of deposit in the course of transmission with the United States Postal Service. 9.0 ASSIGNMENT. Neither Consultant nor District may assign or transfer this Agreement, or any part thereof, without the prior written consent of the other Party, which shall not be unreasonably withheld. 10.0 ATTORNEY'S FEES. In the event of any action arising out of, or in connection with, this Agreement, or the Work to be performed hereunder, the prevailing Party shall be entitled to have and recover, in addition to damages, injunctive or other relief, its reasonable costs and expenses, including without limitation, its attorney's fees. 11.0. BINDING ARBITRATION. Within thirty (30) days after service of a civil action on either Party arising out of, or in connection with, this Agreement, either Party may elect to submit the action to binding arbitration before the Judicial Arbitration and Mediation Service ("JAMS"), located in Orange County. The Parties agree that upon an election to arbitrate, any civil action filed will be stayed until arbitration proceedings have concluded. Upon submission of the matter to JAMS, the submitting Party shall obtain from JAMS a list of three (3) randomly selected arbitrators and serve said list upon the other Party. In the event that there are more than two parties to the action, the number of arbitrators randomly selected and included in the list shall be increased by two for each additional party involved. Upon service of the randomly selected list of arbitrators, each party shall have twenty (20) days to eliminate two arbitrators from the list and return it to JAMS, with the selected arbitrator being the remaining name on the list. Should more than one name remain on the list, JAMS will randomly select the arbitrator from the names remaining on the list. Arbitration shall be scheduled for hearing on the merits no later than six (6) months after the date the arbitrator is selected. All parties shall be permitted to conduct discovery as provided by the current rules of the California Code of Civil Procedure. All costs of JAMS or of the arbitrator for Work shall be divided equally among the Parties, unless otherwise ordered by the arbitrator. In an arbitration to resolve a dispute under this provision, the arbitrator's award shall be supported by law and substantial evidence. 12.0 FORCE MAJEURE. Upon written notice by the owing Party, the respective duties and obligations of the Parties hereunder (except District's obligation to pay Consultant such sums as may become due from time to time for Work rendered by it) shall be suspended while and so long as performance thereof is prevented or impeded by strikes, disturbances, riots, fire, governmental action, war acts, acts of God, or any other cause similar or dissimilar to the foregoing which are beyond the reasonable control of the Party from whom the affected performance was due. 13.0 ENTIRE AGREEMENT. This Agreement, and the attached Exhibits, represent the entire and integrated agreement between District and Consultant and supersedes all prior negotiations, representations, or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both District and Consultant. IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be entered into as of the day and year written above. District: Consultant: Yorba Linda Water District By: By: Kenneth R. Vecchiarelli, General Manager APPROVED AS TO FORM: McCormick, Kidman and Behrens, LLP By: Arthur G. Kidman, General Counsel Attachments: Exhibit A: Scope of Work Exhibit B: Cost Proposal for Work Exhibit C: Fee Schedule ITEM NO. 2.2 AGENDA REPORT Meeting Date: November 8, 2011 Budgeted: N/A To: Personnel-Risk Management Committee Funding Source: N/A From: Ken Vecchiarelli, General Manager Presented By: Gina Knight, HR/Risk Manager Dept: Administration Reviewed by Legal: Yes Prepared By: Miguel Serna, Human CEQA Compliance: N/A Resources Analyst Subject: Placement of NEOGOV Logo on District's Employment and Job Description Web Pages SUMMARY: On August 31, 2011, District Staff procured the services of NEOGOV to provide all required hosting and operations support for the District's new on line employment application and public transparency center. As part of the agreement, the District's legal counsel included a provision that the Board of Directors must approve the placement of NEOGOV's logo on any section of the District's website. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors approve the limited placement of NEOGOV's logo exclusively and limited to the District's employment and job description web pages. DISCUSSION: The Human Resources Department has been receiving large volumes of applications for posted open recruitments. The unexpected flood of applications made it so that staff time was being consumed on manual data entry as well as the mailing of notification letters to hundreds of applicants. Staff was able to find an on line solution to streamline the process. NEOGOV is a vendor that caters specifically to public sector employers. With NEOGOV, the District will be able to streamline both the employment application and internal selection of candidates procedures. In addition, all of the District's job descriptions and salaries will be hosted on line in real time. This added feature will aid the District in its efforts to achieve full transparency. NEOGOV staff created and will maintain the District's new employment and job description web pages. The new pages will look and resemble the rest of the pages of the District's website. The only visible indication that the employment application is hosted by NEOGOV will be the placement of their logo on the employment and job description web pages. The placement of the logo will indicate to outside users that the District is using NEOGOV for on line applications. This means that applicants can easily import data from their own individual NEOGOV accounts. This will facilitate the application process for qualified applicants. NEOGOV's on line screening features will eliminate many unqualified applicants. In addition, the NEOGOV logo will signal to other clients that the District's salaries and job descriptions will be on line 24 hours 7 days a week. ATTACHMENTS: Employment Web Page.docx Placement of Vendor Logo on District Website Backup Material YLWID i - r L7 kk v e, governmentjobs,mm b N File Edit View Favorites Tools Help v Favorites r. YLWD Employment t' CA Dept Pub Health rrt NEOGOV t' Medicare t, Child Support Lincoln a Nationwide e Prudential e Delta Care Employee Relations e Colonial r,. ACWA-HBA j~ Call ' YLWD Employment Page • Safety • Tools Lit. Yowbat Linda !.3 Water District { C 0~ " Aboutrhe Disrri[t W" )ob Opportunities Monday. October 31 2011 N FO ' elconne to Yorba Linda b"dater District's application process! You can now apply online by clicking on the job title You are interested in and clicking on the "Apply link) If this is the first time You are applying using our online joh application you will need to create an account and select a Username and Password After your account has been established you can build an application by clicking on the "Build Job A.pplicatiod' link This application can be saved and used to apply for more than one job opening. Online applications are stored on a secure site. Only authorized employees and hiring authorities have access to the information submitted. It is important that your application shoe; all the relevant education and experience you possess. Applications may he rejected if incomplete. Search Criteria All Categories are automatically selected To change the results. deselect and reselect the categories by using the Clear All "Select All buttons or by clicking on the check boxes. To reset the search criteria click Clear Search at the bottom of this box. Enter keywords (optional}: Explain this or Clear Search No openings found If you have entered search criteria try expanding Your search. v Done Internet 100°1 10- 3:12 PM d ITEM NO. 3.2 AGENDA REPORT Meeting Date: November 8, 2011 Budgeted: Yes To: Personnel-Risk Management Committee Funding Source: All Funds From: Ken Vecchiarelli, General Manager Presented By: Gina Knight, HR/Risk Manager Dept: Human Resources/Risk Management Reviewed by Legal: No Prepared By: Miguel Serna, Human CEQA Compliance: N/A Resources Analyst Subject: Status of Recruitments and Budgeted Positions SUMMARY: The attached spreadsheet is updated monthly and presented to the Personnel-Risk Management Committee 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. Human Resources staff promoted one (1) Maintenance Worker I to the Maintenance Distribution Operator 11 classification on October 24, 2011. ATTACHMENTS: Name: Description: Type: Budgeted Positions 11-01-201 1.xls Status of Recruitments and Budgeted Positions Backup Material As of November 1, 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 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 12 Promoted MWI. 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 20 Engineering Technician 1 0 0 Maintenance Distribution Operator 11 8 6 Under filled with (2) Maint. Worker I positions. Promotion of MWI. 10/24/11 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 I 1 1 Water Quality Technician 11 1 0 Under filled with (1) WQT 1. 23 Maintenance Distribution Operator 111 4 3 Under fill with one (1) MWI. Meter Services Lead 1 1 Mechanic 111 1 1 Personnel Technician 1 1 Plant Operator 11 3 3 As of November 1, 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 74 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: November 8, 2011 Budgeted: N/A To: Personnel-Risk Management Committee Funding Source: N/A From: Ken Vecchiarelli, General Manager Presented By: Gina Knight, HR/Risk Manager Dept: Human 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. On August 23, 2011, a Request for Proposal (RFP) for Safety Consultant services was sent to six Safety Consultant providers. Of the six consultants only three submitted proposals on the due date of September 28, 2011. Interviews were conducted on October 20 and 21, 2011. Peter Kuchinsky, ACWA/JPIA Risk Manager, assisted Gina Knight with conducting the interviews. A small-scale Emergency Evacuation Drill took place on October 21, 2011. Peter Kuchinsky assisted with the evaluation of the District's procedures as well as the evacuation process. He made suggestions for incorporation into the District's Emergency Evacuation Procedure. Eighteen employees and three vendors participated in the drill, everyone evacuated the building in less than 90 seconds and assembled in the designated area where Peter Kuchinsky critiqued the drill. The District's annual Benefits Fair took place on October 26, 2011. Thirty-eight employees/ spouses/retirees availed themselves of the opportunity to get a flu shot. Benefit providers and vendors from 17 organizations attended to meet with District employees. Lunch was provided for employees and retirees as well as for the service providers. On October 27, 2011, four District employees (two from HR and two from Finance) attended a PELRAC (Public employees Labor Relations Association, California) sponsored program: Understanding CaIPERS Annual Valuation Report. ATTACHMENTS: Name: Description: Type: HR DEPARTMENT ACTIVITY fiscal 2011- 2012 Use This One for PRM Committee.doc HR Department Activity Backup Material HR DEPARTMENT ACTIVITY 2011/2012 POLICIES AND PROCEDURES ACTIVITY STATUS Development and Maintenance of Management Safety Procedures reviewed Draft policy Driver Record Review Policy None Drug and Alcohol Policy LCW Law firm revising District's policy Educational/Certification/License Draft Policy Reimbursement Policy presented to Bargaining Unit on 3/14/2011 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 Maintenance of District Vehicles reviewed 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 Heat Illness Prevention Program Draft policy prepared. HR Manager to review Updated October 31, 2011 POLICIES AND PROCEDURES CONTINUED POLICIES ACTIVITY STATUS Risk Management Admin Policy HR Mgr to review Draft policy and comment Safety Footwear Allowance Draft policy presented to BU on 3/14/2011 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 TRAINING - ON SITE/OFF SITE DATE VENDOR CLASS TITLE 07-06-2011 ACWA/JPIA Underground Utility Line Locator Training scheduled (8 hour training) 14 District staff and 10 Other Agency staff attended. 09-15-2011 Liebert Cassidy Whitmore Two Workshops: Costa Mesa The ABC's of Sustaining Discipline & Terminating the Employment Relationship 09-28-2011 ACWA/JPIA Two sessions: Confined Space Entry and Field Ergonomics. 13 District employees attended Confined Space Entry. 19 District employees attended Field Ergonomics. 10-3-2011 ACWA/JPIA Board, GM, 5 Participants in the ACWA/JPIA Finance Orientation Professional Development Program participated in the required Board, GM, Finance Orientation presented by Ken Vecchiarelli 10-6-2011 PELRAC (Public PELRA Annual Conference Employees Labor Relations Association, California) 10-19-2011 Liebert Cassidy Whitmore Two Workshops: Anaheim Performance Management: Evaluation, Documentation and Discipline & Difficult Conversations 10-27-2011 PELRAC (Public Understanding CalPERS Annual Valuation Employees Labor Report Relations Association, California) 11-2-2011 LCW Consortium Planning Planning Session for 2012 Consortium presentations 11-8-2011 Besst Inc. Seminar: Groundwater Production Well Performance Diagnostics, Data Evaluation and Engineered Reconstruction - with focus on Arsenic, Uranium, Nitrate case studies (4 ceu contact hours) 11-16-2011 EAP Workshop Maximizing Your Day 11-22-2011 ACWA/JPIA Defensive Driving two sessions RECRUITMENTS MONTH POSITION APPLICATIONS PROCESSED 2011 FEBRUARY Meter Reader 1 287 MARCH Customer Service Supervisor 62 JUNE Maintenance Worker 1 (2 positions) 208 AUGUST Maintenance Distribution Operator II 4 AUGUST/SEPT RFP/Interviews for Safety Consultant 3 CURRENT RISK MANAGEMENT/TORT CLAIM ACTIVITY DATE OF ISSUE/ NATURE OF RISK ACTION TAKEN CLAIM RECD MGMNT RELATED ISSUE/CLAIM July 12, 2011 Dump Truck struck by Insurance adjuster inspected motorist - District not at dump truck fault 7-18-201. Check received in the amount of $6457.62. August 23, 2011 Claim received by District Signed release and waiver from Doug Boughter for received 8/29/2011. Check plumbing services. sent out 9/8/2011. September 27, 2011 District truck backed into by motorist waiting at light. CURRENT WORKERS COMPENSATION ACTIVITY DATE OF NATURE OF W.C. STATUS REPORTABLE INCIDENT INJURY CLAIM 7-12-11 Auto Accident Closed First Aid Only 7-22-11 Shoulder- Trip & Fall Open Yes 10-13-11 Insect bite Closed Yes DISTRICT EMPLOYEE ACTIVITIES/FUNCTIONS MONTH ACTIVITY/FUNCTION DEPARTMENT 08-11-11 Hot tap, horseshoe competition, car Employee Recognition show and Taco event Committee 12-09-11 Employee Holiday Event at Yorba Employee Recognition Linda Country Club Committee DISTRICT SAFETY AND WELLNESS- ACTIVITIES/FUNCTIONS MONTH ACTIVITY/FUNCTION DEPARTMENT 07-20-2011 One-hour Employee Assistance Program HR/SAFETY (EAP) Workshop 07-21-2011 CheckAED's & Log HR/SAFETY 08-24-2011 Check AED's & Log HR/SAFETY 08-23-2011 Request for Proposal sent out for Safety HR/SAFETY Consultant Services. 9-23-2011 Check AED's & Log HR/SAFETY 10-19-2011 Orange County Water Association SAFETY Committee (OCWA) Safety Fest Member attended 10-21-2011 CheckAED's & Log HR/SAFETY 10-26-2011 District's annual Benefits Fair HR Flu Shots available for employees/spouses, retirees/spouses; Directors/spouses 11-1 to The Advantage Group (TAG) Kick-off HR 11-3-2011 barbeque and open enrollment at the District for 125 flex plan and voluntary insurance programs 01-2012 Tentative Health and Wellness Fair HR HR ACTIVITIES/FUNCTIONS MONTH ACTIVITY/FUNCTION DEPARTMENT 07-21-2011 Met with Wells Fargo brokers for status on Human Resources renewals of health insurance and benefits. 09-14-2011 Conference call with Wells Fargo brokers Human Resources regarding possible arrangements for presenting a District Health and Wellness Fair in early 2012. ITEM NO. 3.4 AGENDA REPORT Meeting Date: November 8, 2011 Budgeted: Yes To: Personnel-Risk Management Committee Funding Source: All Funds From: Ken Vecchiarelli, General Manager Presented By: Gina Knight, HR/Risk Manager Dept: Human Resources/Risk Management Reviewed by Legal: N/A Prepared By: Miguel Serna, Human CEQA Compliance: N/A Resources Analyst Subject: Status of 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): No activity to report. Workforce Engagement (WE 2-13): Human Resources staff distributed a questionnaire that was provided to incumbents to determine what competencies, skills, education or certification are required for the determined key positions. The summary report was not completed by the extended deadline of October 21, 2011. Project is on going. Workforce Engagement (WE 2-C): Human Resources Staff also distributed a questionnaire to employees to determine their future career goals. In addition, the survey also collected information relative to the current skills and competencies of District staff. The data has been collected. The summary report of collected data was not completed by the original completion date of September 15, 2011. The summary report was completed October 14, 2011. Workforce Engagement (WE 2-D): Draft of career advancement workshops/lectures to aid employees with their career goals was not completed by August 22, 2011 deadline. Priority was given to the employee survey and NEOGOV implementation. The draft is in progress to meet the December, 2011 deadline. ATTACHMENTS: Status Report on Committee Specific Strategic Plan Strategic Plan Tracking- PRM -2011-2012.x1sx Backup Material Initiatives Strategic Plan Initiatives Status Report Personnel- Risk Management Page 1 of 2 Strategies Start Date Completion Lead Party Jul 2011 Progress Aug 2011 Progress Sep 2011 Progress Oct 2011 Date Progress CP 1: Increase Brand Recognition within the Community Continue to Support Regional Training and Multi- CP 1-D Agency Workgroups through On-going On-going General the Joint Use of the Manager Administration Building OE 1: Optimize Use of Existing Technologies Provide, Support and OE 1-C Encourage Employee On-going On-going Executive Training Staff WE 1: Retain a Highly Skilled and Capable Workforce Maintain Competitive WE 1-A Compensation via On-going On-going HR Manager Classification and Compensation Surveys Received quotes from Tentative meeting Census information various vendors. Did not scheduled (7-21-2011) receive any competitive will be sent to broker NO activity WE 1-13 Explore Alternative Benefits Jul-11 Jun-12 HR Manager with Benefits Broker to Au 11 to rates. The District will explore alternative on gust 5, 20 ( not pursue any health or to report. benefits. begin marketing). dental benfits changes at this time. Establish Career WE 1-C Development Expectations of Jul-11 Dec-11 Executive Existing Employees Staff Develop Methodologies to Assist Employees in Executive WE 1-D Jan-12 On-going Staff/EPIC Attaining Career Expectations Committee Coordinated with ACWA- hands- General JPIA a hands- Continue to Support on/classroom WE 1-E On-going On-going Manager/HR Additional Training for Staff Manager underground utility line locator workshop for staff involved in excavation Execute Timely and WE 1-G Consistent Employee On-going On-going General Performance Evaluations Manager WE 2: Develop a Comprehensive Succession Plan Strategic Plan Initiatives Status Report Personnel- Risk Management Page 2 of 2 Strategies Start Date Completion Lead Party Jul 2011 Progress Aug 2011 Progress Sep 2011 Progress Oct 2011 Date Progress Staff has collected and analyzed the General demogrpahic data of all Indentify Key Roles for employees and WE 2-A Jul-11 Sep-11 Manager/HR Succession determined which Manager positions will be of key importance as long term employees begin to retire. Define the Competencies General Questionaire will be Collecting data from Develop questionaire and distributed to District survey. Summary of WE 2 B and Motivational Profile Jul-11 Sep-11 Manager provide to incumbents. employees August 15, data to be completed by On -going Required for Key Roles Manager r 2011. September 22, 2011. Develop questionaire and Questionaire will be Collecting data from Summary of Identify Individuals with the General provide to employees to electronically employee survey. O WE 2-C Potential to Perform Highly Jul-11 Sep-11 Manager/HR d distributed to District Summary of data to be Employee in Key Roles Manager determine future career employees August 8, completed by September SU1°Ve goals. 2011. 15, 2011. y Complete. Make access to the Draft of Career District's tuition Advancement reimbursment program, Workshops - lectures Prepare draft of was not completed in Develop Methodologies to HR local colleges, ACWA- Career Advancement August, priority was WE 2-D Assist Employees in Oct-11 Dec-11 Manager/EPI JPIA Professional On-going Workshops - lectures given to surveys. Draft of Preparing for Advancement C Committee Development Program by August 22, 2011 Career Advancement and Libert Cassity Whitmore Supervisor Workshops to be trainig more centralized. completed in Octoberber.