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HomeMy WebLinkAbout2012-02-14 - Personnel-Risk Management Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING February 14, 2012 A meeting of the Personnel-Risk Management Committee was called to order by Director Beverage at 4:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Michael J. Beverage, Chair Ken Vecchiarelli, General Manager Director Ric Collett Gina Knight, Human Resources Manager 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Claim Filed by Glenn Yothers The Committee discussed the claim filed by Glenn Yothers. The Committee will recommend to the Board of Directors to reject and refer the claim at the February 23, 2012 Board Meeting. 2.2. Claim Filed by Melanie Schlotterbeck The Committee discussed the claim filed by Melanie Schlotterbeck. The Committee will recommend to the Board of Directors to reject and refer the claim at the February 23, 2012 Board Meeting. 2.3. Claim Filed by Professional Community Management on Behalf of the Kellogg Terrace Condominium Association. The Committee discussed this claim and will recommend to the Board of Directors to reject and refer the claim at the February 23, 2012 Board Meeting. 3. DISCUSSION ITEMS 3.1. Certificate of Achievement from CHP for District's Biennial Inspection of Terminals Program Staff informed the Committee that the District received a Certificate of Achievement from the California Highway Patrol for its Biennial Inspection of Terminals (BIT) program. The Committee recommended that the employees responsible for the maintenance of the BIT program be recognized at a future Board Meeting. 3.2. Reimbursement for Small Claims Paid by the District Staff reported that the District received a check from ACWA/JPIA in the amount of $1,376.65 ($400 administrative fees + $976.65 reimbursement of paid out claims) for several small claims handled by the District. 1 The Committee discussed this process in depth and asked questions regarding the impacts if any to our premiums, retention limits and other coverage factors. Ms. Knight checked into this further following the meeting and found that as long as ACWA/JPIA agrees with the District's determinations and that the payments made were appropriate, these small claims do not affect the District's premium calculations. 3.3. ACWA/JPIA Retrospective Premium Adjustment Stabilization Fund Report Staff reported on the District's Retrospective Premium Adjustment (RPA). ACWA/JPIA sends out an annual report. The RPA fund was established to assist member agencies in stabilizing the fluctuation of premiums associated with both the Liability and Workers Compensation programs. Staff informed the Committee that the District would not be receiving a refund nor would they owe the fund additional monies for this year. 3.4. Student Internship Policy The Committee reviewed and discussed this draft policy. The Committee recommended staff to present a final policy at the next Personnel-Risk Management Committee scheduled for March 6, 2012. 3.5. Status of Human Resources and Risk Management Activities The Committee reviewed and discussed the updated activities log. Staff informed the Committee that a background check was being conducted on the top candidate for the Public Affairs intern position. In addition, staff informed the Committee that three more Tort claims were paid out since the last Personnel-Risk Management Committee meeting. 3.6. Status of Recruitments and Budgeted Positions Staff reported that a separation of employment was conducted on January 5, 2012 due to a voluntary resignation of a Maintenance Worker I. Also interviews for the Public Affairs Intern position were conducted on February 1 and 2, 2012. 3.7. Status of Strategic Plan Initiatives Staff reported that the Strategic Plan Initiative to develop a succession plan would be placed on hold in order to revise existing District job classifications to incorporate changes to the essential functions of the job due to job efficiencies and technology as well as additional duties added to the job over time. 3.8. AB 646 (Verbal Report) Staff requested feedback from the Committee regarding future salary surveys and the agencies to compare with in the near future. The Committee recommended staff to research agencies that are similar in Budget, retirement plans, tax base, other revenue sources and connections and to bring back a suggestion list at a future date. 2 3.9. Organizational Chart (Verbal Report) Staff was requested to review the organizational chart and any existing vacancies. Staff expressed interest in filling the vacant IT Manager position. Director Beverage requested that this matter and other organizational discussions be brought to the first budget workshop for discussion with the full Board. 3.10. Future Agenda Items and Staff Tasks None. 4. ADJOURNMENT 4.1. The Committee adjourned at 6:35 p.m. The next meeting of the Personnel-Risk Management Committee will be held March 6, 2012 at 4:00 p.m. An additional meeting is also tentatively scheduled for March 20, 2012 at 4:00 p.m. 3