HomeMy WebLinkAbout2012-05-08 - Personnel-Risk Management Committee Meeting Agenda Packet Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING
Tuesday, May 8, 2012, 4:00 PM
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
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. Request for Proposals for an Organizational Efficiency Study
Recommendation: That the Committee recommend the Board of Directors
authorize staff to issue a Request for Proposals for Professional Services for the
preparation of an Organizational Efficiency Study.
2.2. Request to Add a Temporary, Part-Time File Clerk Position
Recommendation: That the Committee recommend the Board of Directors add this
position to the 2012-2013 budget under salaries and expenses (budgeted position)
for a temporary, part-time file clerk to assist with the records management program.
2.3. Short-Term Disability Insurance
Recommendation: That the Committee recommend the Board of Directors
authorize the provision of short-term disability insurance for full-time District
employees and a life insurance benefit for members of the Board of Directors.
2.4. Claim Filed by Thomas Barker
Recommendation: That the Committee recommend the Board of Directors reject
the claim submitted by Thomas Barker.
2.5. Claim Filed by Mamco
Recommendation: That the Committee recommend the Board of Directors reject
and refer the claim submitted by Mamco, Inc. to ACWA/JPIA.
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. Human Resources/Risk Management/Safety Activity
3.2. Status of Recruitments and Budgeted Positions
3.3. Future Agenda Items and Staff Tasks
4. ADJOURNMENT
4.1. The next meeting of the Personnel-Risk Management Committee will be held June 12,
2012 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: May 8, 2012 Budgeted: Yes
Total Budget: $45,000
To: Personnel-Risk Management
Committee
Funding Source: All Water Funds
From: Ken Vecchiarelli, General Account No: 1-2010-0600-00
Manager
Presented By: Gina Knight, HR/Risk Manager Dept: Human
Resources/Risk
Management
Prepared By: Gina Knight, HR/Risk Manager
Subject: Request for Proposals for an Organizational Efficiency Study
SUMMARY:
During Fiscal Year 2011-2012, one or more Board members requested staff to look at the District's
organizational makeup to determine if efficiency opportunities existed within the organization's
current structure. On March 20, 2012, staff presented an action item to the Personnel-Risk
Management Committee requesting consideration of a recommendation for the Board of Directors
to consider the authorization of staff to prepare a Request for Proposals for Professional Services
toward the preparation of an Organizational Efficiency Study.
The Committee requested this action item be brought to the full Board of Directors for discussion
and consideration at the Budget Workshop of April 11 , 2012.
This item was not discussed at the Budget Workshop of April 11 , 2012. At the request of
Chairperson Beverage, staff was instructed to place this item on the Personnel-Risk Management
Committee Agenda of May 8, 2012.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors authorize staff to issue a Request for
Proposals for Professional Services for the preparation of an Organizational Efficiency Study.
DISCUSSION:
Funds were previously allocated in the Administration Department's Budget (FY 2011/2012) for the
AWWA QualServe Peer Review Survey which could assist the District in evaluating its overall
operating efficiency. Funds have not been expended for this effort.
ITEM NO. 2.2
AGENDA REPORT
Meeting Date: May 8, 2012 Budgeted: No
To: Personnel-Risk Management
Committee
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, HR/Risk Manager Dept: Human
Resources/Risk
Management
Prepared By: Amelia Cloonan, Personnel
Technician
Subject: Request to Add a Temporary, Part-Time File Clerk Position
SUMMARY:
The need to hire a temporary, part-time file clerk to assist the Executive Secretary with the records
management program has become evident due to the large volume of materials produced by all
District departments and the large backlog of materials that need to be sorted, categorized,
laserfiched and filed so that they may be accessible to District staff when needed.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors add this position to the 2012-2013 budget
under salaries and expenses (budgeted position) for a temporary, part-time file clerk to assist with
the records management program.
DISCUSSION:
A large volume of materials that need to be filed are created District wide in all departments. The
records management function, which includes sorting, categorizing and laserfiching these materials,
is part of the function of the Executive Secretary to the General Manager. Once the sorting,
categorizing and laserfiching has taken place, these materials are physically filed in the vault. The
realization has developed that there is the need for support with the records management function.
This temporary, part-time file clerk position was not included in the draft budget presented to the
Board of Directors at its meeting Wednesday, April 11 , 2012. This position would be compensated
at Range 16 comparable to the Customer Service Representative I position at an hourly rate of
$18.66 to $22.74.
ITEM NO. 2.3
AGENDA REPORT
Meeting Date: May 8, 2012
To: Personnel-Risk Management Cost Estimate: $1800
Committee
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, HR/Risk Manager Dept: Human
Resources/Risk
Management
Reviewed by Legal: No
Prepared By: Gina Knight, HR/Risk Manager
Subject: Short-Term Disability Insurance
SUMMARY:
Staff requested quotes for both short-term disability insurance coverage for all full-time District
employees and life insurance for the Board of Directors from the District's insurance broker, Wells
Fargo Insurance Services USA, Inc.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors authorize the provision of short-term
disability insurance for full-time District employees and a life insurance benefit for members of the
Board of Directors.
DISCUSSION:
On April 10, 2012, staff presented the Personnel-Risk Management Committee with a proposal for
short-term disability insurance for the District's full-time employees as well as extending life
insurance coverage for the Board of Directors. The Committee reviewed and discussed the
proposal and directed staff to make some minor revisions and bring back the revised proposal for
consideration at the May 8, 2012 Personnel-Risk Management Committee meeting. The revised
proposal provides short-term disability coverage for all full-time District employees and life
insurance benefits for the District's Board of Directors. The short-term disability insurance is
designed to pay a benefit for a period of time (not to exceed 9 weeks) in the event an employee
cannot work because of a covered illness, injury or pregnancy. This benefit would replace a portion
of the employee's weekly income to help them meet their financial commitments when they need
the help. There would be a 29-day waiting period for the short-term disability benefit.
The District currently offers long-term disability insurance coverage to its employees with a waiting
period of 90 days. The short-term disability insurance would bridge the waiting time for employees
to eligibility for long-term disability coverage. The quote for the short-term disability insurance
coverage will be $127.16 per month ($1 ,525.97 annually).
The life insurance coverage for the Board of Directors is based on a flat $10,000 benefit. The quote
for this coverage would increase the existing life insurance premium rates by an additional $242 per
year.
ATTACHMENTS:
Name: Description: Type:
Document.pdf Short Term Disability Proposal Backup Material
Yorba Linda
Water District
Yorba Linda Water District
Life and STD Proposal
Marie Ward, Senior Account Executive
Terri Mendez, Account Manager
(Revised 0411 8/202 2)
Wells Fargo Insurance Services USA, Inc.
CA License #DO08408
Together we'll go far
® Yorba Linda
Notes dater District
Wells Fargo Insurance Services
Fife Proposal
® Yorba Linda
Water District
This is merely a summary of benefits for comparison purposes only. Plan Details are determined by individual carriers,
Wells Fargo Insurance Services
Current
Option with Directors
BENEFIT PROVISIONS
Prudential
Prudential
Class 1 - Excludes Directors. 1 times annual
BEN EFIT AM O U N T
1 times annual salary to a maximum of
salary to a maximum of$150,000
$150'000
Class 2 - Directors: Flat$10,000
Annual earnings excluding bonus, OT,
Annual earnings excluding bonus, OT, or extra
DEFINITION OF EARNINGS
or extra comp.
comp.
65% @ age 70
65% @age 70
AGE REDUCTION
50% wage 75 & over
50% [7a age 75 & over
(Benefit reduce to:)
90% benefit to max benefit with Iife
90% benefit to max benefit with life
ACCEJRATED DEATH BENEFIT
expectancy of 12 months
expectancy of 12 months
BEN EFITS TMM I N ATE AT
RETI REM EN T?
yes
yes
GUARAN TF£ISSU E
all amounts
all amounts
WAIVER O F PREM IU M
< age 60 and disabled, ends at age 65
< age 60 and disabled, ends at age 65
CONVERSION
included
included
PORTABIUTY
included
included
This is merely a summary of benefits for comparison purposes only. Plan Details are determined by individual carriers,
Wells Fargo Insurance Services
AD&D Proposal
BENEFIT PROVISIONS Current Prudential
& Option to add D i vectors
BENEFIT AMOUNT Same as Life
AGE REDUCTION Same as Life
SCHED ULE OF BEN ER TS
® Yorba Linda
Water District
Li fe
100% —
Both hands
100%
Both feet
100%
Sight of both eyes
100%
One hand and one foot
100%
One hand and sight of one eye
100%
One foot and sight of one eye
100%
Speech and hearing
100°/0
One hand
50%
One foot
50%
Sight of one eye
50%
Speech
50%
Hearing
50%
Total Paralysisof upper and lower limbs(Quadriplegia)
100%
Total Paraiy si s of both I ower i i mbs(Parapf egia)
50%
Total Paralysis of upper and lower Iirnbs on one side of
the body (Hemiplegia)
50%
CHILD CARE
Not to exceed $5,000/yr or a total of$10,000 or 25%of benefit;
whichever is less
EDUCATION
up to $5,000/year, or the cumulative total of$20,000 or 25%of
benefit, whichever i s less
SEATBELT
The lesser of$10,000 or the AD&D benefit
AIRBAG
not included
REPATRIATION
up to$5,000 or 10%of Benefit; whichever is less
This Is merely a summary of benefitsfor comparison purposes only. Wells Fargo Insurance Service
4
Life and AD&D Rate Proposal
_ 11T Option With
CU RR8
Directors
Prudential
Prudential
LI FRA❑&D RATE PER
$1 ,000 OF BENEFIT $0.157 $0.161
AMOUNT
Volume
(based on 72 Lives) $5,045,750 $5,045,750
r'M O N TH LY CO Sr- - $792 $812
AN N U AL CO S17 $9,506 $9)748
$ Change to current $242
% Change to current ?-5°/,
Rate Guarantee Through 1/1/2013
NOTES:
*Volume isbased on census
Yorba Linda
Water District
We'is F2., Xnsur n e Services
5
The need for Short-Term Disability
® Yorba Linda
Water District
Chances are you may already own home, auto and life insurance to protect
yourself against the threat of loss. And you probably have health insurance
to guard against costly medical bills.
But what steps have you taken to help shield yourself and those who count
on you from an unexpected loss of income? would you be able to pay the
bills if you became disabled and unable to work. . .even for a short amount
of time?
YL_WD may provide an excellent opportunity for you to help protect your
income by offering Group Short Term Disability (STD) insurance.
STD insurance is designed to pay a benefit for a period of time in the event
you cannot work because of a covered illness, injury, pregnancy or mental
disorder. This benefit replaces a portion of your weekly income, helping
you to meet your financial commitments just when you may need it most.
Wells Fargo Insurance Services 6
STD Proposal
Benefit Provisions
Proposed
Prudential
Effective Date
1-dal-12
Weekly Benefit Amount
66.57%
Weekly Benefit Maximum
$1,500
Weekly Benefit Minimum
$25
Accident Waiting Period
29 Days
Sickness Waiting Period
29 Days
Benefit Duration
9 Weeks
Definition of Disability
Inability to Perform Regular Occupation and Loss of Income
EDI Applies
No
Prue-Existing Condition
None
Partial Disability Provision
Included
Coverage Type
Non Occupational
W-2 Services Only
Included
PICA Match with W2 Services
Included
Contribution Status
N on-Contri butory
Benefit Taxation
Taxable
Definition of Eamings
Standard
Plan Type
Supplemental to CA UCD plan
Actively At Work Provision
Applies
This is merely a summary of benefits for comparison purposes only. Puri details are determined by
Yorba Linda
Water District
individual carriers Wells Fargo Insurance Services
7
STD Proposal
Benefit Provisions
Proposed
Prudential
STD Rate Summary
(Excludes D i rectors)
Esti mated Lives
74
Weekly Benefit Volume
$63,582
Monthly Rates
0.02
Rate Bass
Per$10 Weekly Benefit
Monthly Premium
$127.16
Annual Premium
$1,525.97
Rate Guarantee
Through 11112014
This is merely a summary of benefitsfor comparison proposes only. Plan details are determined by
individual carriers
® Yorba Linda
Water District
Wells Fargo Insurance Services
ITEM NO. 2.4
AGENDA REPORT
Meeting Date: May 8, 2012
To: Personnel-Risk Management
Committee
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, HR/Risk Manager Dept: Human
Resources/Risk
Management
Prepared By: Gina Knight, HR/Risk Manager
Subject: Claim Filed by Thomas Barker
SUMMARY:
Thomas Barker, requests reimbursement for a
water heater he claims was damaged after water was shut off by District staff for approximately one
hour in his neighborhood.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors reject the claim submitted by Thomas
Barker.
DISCUSSION:
Mr. Thomas Barker presented a claim to the District on April 11, 2012. Mr. Barker claims his water
heater began to leak after District staff shut off water in his neighborhood on April 9, 2012.
Pursuant to the District's Water Rules and Regulations Section 4.5 Shutting Off Water For Repairs:
The District reserves the right to shut off water in their mains for the purpose of making repairs or for
any other purposes found necessary. The District shall not be responsible for any damages which
may occur due to water shut-offs. The owner and/or consumer shall be conclusively presumed to
have taken all necessary precautions in compliance with the building code in anticipation of
emergency shut-offs. Where a planned shut-off is made every effort shall be made by the District to
notify the consumers.
Staff confirmed the water was shut off to repair a valve to the main line. In addition, staff contacted
Cece Wuchter, ACWA-JPIA Sr. Claims representative to discuss the claim. Mrs. Wuchter concurred
and supported staff's recommendation to reject the claim.
ATTACHMENTS:
Name: Description: Type:
THOMAS BARKER 4-2012.pdf Thomas Barker Claim Backup Material
PLEASE CONTACT YLWD RECORDS DIVISION
FOR THIS ATTACHMENT
(714) 701-3101
records@ylwd.com
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ITEM NO. 2.5
AGENDA REPORT
Meeting Date: May 8, 2012
To: Personnel-Risk Management
Committee
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, HR/Risk Manager Dept: Human
Resources/Risk
Management
Reviewed by Legal: Yes
Prepared By: Amelia Cloonan, Personnel
Technician
Subject: Claim Filed by Mamco
SUMMARY:
Mamco, Inc., through its attorney, Azzam Saad, P.E. Esq., has presented a claim to the District in
the amount of $423,239.84 on March 27, 2012.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors reject and refer the claim submitted by
Mamco, Inc. to ACWA/JPIA.
DISCUSSION:
The Yorba Linda Water District and Mamco, Inc. entered into a contract on May 16, 2011 for the
construction of the Ohio Street and Oriente Drive Pipeline Replacement Project. Mamco, Inc. is
claiming that after award of the contract, the District imposed many restrictions on the contractor
that were not in the original specifications. Mamco claims those restrictions interfered with the
contractor's ability to complete the job and increased the costs to the contractor. Mamco claims it is
entitled to be compensated by the District for the additional costs incurred to complete the project.
They are claiming $423,239.84 in damages.
Mamco's original bid price was $1,389,089.00. They were issued a notice to proceed by the District
on May 23, 2011 after they participated in the competitive bidding process. Prior to the start of
construction, Mamco submitted Change Order Request No. 1 on July 20, 2011 , requesting
additional time and compensation. The request was reviewed by the District and rejected in its
entirety. In the correspondence accompanying the denial, the District stated its position that the
means and methods used by Mamco to construct the project were their own determination and that
they would not be due any compensation or time for their choices.
Legal counsel notes that under the terms of the contract, Mamco, Inc.'s first step was to follow the
Public Contract Code Section 20104 procedures. Mamco did this, and the Board of Directors
rejected their claim at its meeting held February 23, 2012. Mamco should then have requested an
informal meet and confer within 15 days. If after the informal meet and confer, the District still
rejected the claim, Mamco had the right under the contract to file the Government Claim under
Section 900 et seq. Mamco did not ask for the informal meet and confer and technically violated the
contract documents. However, legal counsel believes the District should move forward and consider
the claim.
PRIOR RELEVANT BOARD ACTION(S):
At its meeting held February 23, 2012, the Board of Directors rejected Mamco, Inc.'s original claim,
which had been presented to the District on January 24, 2012.
ATTACHMENTS:
Name: Description: Type:
fu'itsufi6000220120502172107 Mamco.pdf Claim on behalf of Mamco, Inc. Backup Material
RECEIVED
Azzam Sand MAR 2 7 2012
Attorney at Law
YORSALINDAWATERDISTRICT
8810 Hummingbird Ave.
Fountain Valley, CA 92708
714-593-0073
azzamsaad®verizon.net
CLAIM ON BEHALF OF MAMCO,INC.
PER SECTION 900 OF THE GOVERNMENT CODE
TO: Yorba Linda Water District
Mr. Ken Vecchiarelli—General Manager
Mr.Steve Conklin, P.E.-Engineering Manager
1717 E. Miraloma Ave
Placentia,CA 92870
RE: Ohio St.and Oriente Or.Pipeline Replacement
Contract J201006
A. Name and Address of Claimant
MAMCO, INC.
1 6810 Van Buren Blvd. Suite 200
Riverside, CA 92504
B. Notices shall be sent to:
MAMCO,INC.
16810 Van Buren Blvd. Suite 200
Riverside, CA 92504
Azzam Saad, P.E.,Esq.
Attorney at Law
8810 Hummingbird Ave
Fountain Valley, CA 92708
C. Nature of Claim
On May 16, 2011, MAMCO, INC. ("Mamco")entered into a contract with Yorba Linda
Water District(the"District") for the construction of the Ohio Street and Oriente Drive Pipeline
Replacement Project in the City of Yorba Linda(the"Project"). The work comprised the
furnishing of labor, equipment and materials to construct certain, water mains, appurtenances,
551403.1 Page I of 3
connections, and abandonments. The original bid price was $1,389,089.00,which was based on
the estimated quantities of work provided in the bid documents. The effective date of the Notice
to Proceed issued by the District was May 23, 2011, and the original completion date of the
Project was December 19,2011.
Mamco bid this project from drawings& specifications,provided by the District, who
awarded the contract though the competitive bid process for public works contracts. Mamco
reasonably assumed at the time of bid that the plans and specifications furnished by the District
were accurate, complete and adequate for their intended purpose. At no time prior to the
execution of the contract were any representations or statements trade by the District that this
Project was anything other than a normal design/bid/build project which is commonplace in the
construction industry. As it turned out,many restrictions were imposed on the Contractor after
the award of the Project,contrary to accepted construction practices and not contemplated at the
time of the bid,nor stated in the Specifications. Those restrictions interfered with the Contractor
means and methods which increased the costs of performing the work.
An authorization to commence work was issued by the District on May 19, 2011,
whereupon Mamco dispatched personnel and began mobilization efforts,the District prevented
Mamco from setting up a yard near the Construction zone which added to the cost of performing
the work and delayed the performance.
The District interfered in the means and methods of construction by preventing Marnco
from using a large track excavator it intended to use for the most efficient way that will result in
the least cost of performance. By using a smaller excavator Mamco incurred delays,
inefficiencies,and disruptions to its crews which added to the cost of performance.
551403.1 Page 2 of 3
In addition,the District interfered in the means and methods of the Contractor's
operations by preventing the Contractor from storing the excavated spoils during the construction
work hours alongside the work zone. This added to the cost of performance by forcing the
contractor to haul off the material and using cement slurry back fill to replace the exported soil.
As a result of the foregoing,Marn.co has incurred substantial costs to complete the
Project, for which it is entitled to be compensated by the District.
D. The Flames of the Public Employees Causinz the Damnae or Loss
The representatives of the District who caused the damage or loss to Mamco are Mr.
Steve Conklin,P.E.,Mr. Anthony Manzano,P.E.,Mr. Joe Polimino,and Mr. Jesus Sosa,among
others.
E. Amount Claimed
Claimant Mamco hereby makes claim against the District for a sum of not less than Four
Hundred Twenty-Three Thousand,Two Hundred and Thirty-Nine Dollars and Eighty-Four
Cents(5 423,239.$4)representing the damages suffered by Claimant, including damages for
additional labor,material,equipment and overhead costs resulting from performance of work not
contemplated by the original contract,and damages associated with delays, disruptions and
acceleration to the Project schedule.
Dated: Mar. 26,2012 MAMCO,INC.
By:
Azzam Saad, P.E. Esq
Attorney for Claimant
MAMCO, INC.
551403.1 Page 3 of 3
ITEM NO. 3.1
AGENDA REPORT
Meeting Date: May 8, 2012
To: Personnel-Risk Management
Committee
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, HR/Risk Manager Dept: Human
Resources/Risk
Management
Prepared By: Amelia Cloonan, Personnel
Technician
Subject: Human Resources/Risk Management/Safety Activity
SUMMARY:
The attached spreadsheet is updated on a monthly basis and presented to the Committee for
discussion.
DISCUSSION:
The attached spreadsheet is updated monthly to show the status of Human Resources, Risk
Management and Safety/Wellness activities as well as revisions to the District's policies and
procedures, job related and employee development training offered to District employees, claims
activity and District sponsored employee events. Items shown in red have been revised or updated
since the last report.
On April 13, 2011 , the District assisted Southern California Gas Co. in excavating a section of Rose
Drive and in the process shut down an 8" water main line. During the excavation process, District
staff noted that a service line had been bent when a gas line was installed underneath the District's
service line. The bend in the line ultimately caused a leak. The District's Risk Manager contacted
Southern California Gas Company, and the matter was finally settled with receipt of a check, issued
to the Yorba Linda Water District on April 23, 2012 in the amount of $2,460.84.
On April 17, twenty-seven District employees participated in a one-hour Employee Assistance
Program (EAP) Orientation. The EAP website underwent an update. Information is now available on
a wide variety of topics that are potentially of interest to District employees.
Also on April 17, interviews were conducted for the vacant Maintenance Worker I position. Seven
individuals were interviewed by a panel, and one individual was selected to go forward in the
process, commencing with a background check and a conditional job offer extended.
The recruitment for the Customer Service Supervisor opened on April 2 and concluded on April 16.
Fifty-five applications were received and reviewed. Seven applicants were selected to be
interviewed on April 25. A candidate was selected to go forward in the process, was extended a
conditional job offer and is now going through a background check.
ATTACHMENTS:
Nam, 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 In process of review
presented to Safety and revision.
Consultant on
3/6/2012 for review
Updated April 19, 2012
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
Student Intern Policy Draft policy Policy sent to Managers for
completed review. To Personnel Risk
Management Committee
May 8, 2012.
TRAINING - ON SITE/OFF SITE
DATE VENDOR CLASS TITLE
1-18-2012 Wells Fargo Legislative update
1-25-2012 Orange County HR Group Quarterly Meeting, Irvine Ranch Water
District
2-01-2012 ACWA/JPIA Annual HR Group Meeting held at Rancho
Cucamonga Water District
02-02-2012 BESST presented 4-hour District employees (9) and local agency
class with continuing employees (18) attended. The class
education credits involved groundwater production/well
performance diagnostics.
3-13-2012 ACWA/JPIA Confined One employee attended
Space Entry Training -
Moulton Niguel WD
3-15-2012 LCW Webinar: HR Staff participated
Interpretation of AB 1028
statutory changes made
respecting post-retirement
work restrictions for
CalPERS retirees
3-22-2012 LCW Workshop — Sick HR Staff attended
and Disabled Employees
3-28 & 29 Two-day OSHA training at Two District employees who will become the
2012 Cal State Dominguez Hills District's forklift training instructors (Dave
for Forklift Trainer program Barmer and Doug Baker) attended and
completed the program.
4-11-2012 ACWA/JPIA Defensive Six employees attended the session. One
Driver Training — Moulton employee completed the four required on.
Niguel WD line classes.
5-3-2012 Confined Space Special Nine District employees attended this
Emphasis Workshop held program jointly sponsored by ACWA/JPIA
at Vista Irrigation District. and Cal/OSHA.
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
January 2012 Part-time Public Affairs Intern 5
March 8, 2012 Maintenance Worker I (one position) 27
April 2, 2012 Customer Service Supervisor (one
position)
CURRENT RISK MANAGEMENT/TORT CLAIM ACTIVITY
DATE OF NATURE OF RISK ACTION TAKEN CLAIM HANDLED BY
ISSUE/ MGMNT RELATED DISTRICT
CLAIM RECD ISSUE/CLAIM &SUBMITTED TO
ACWA/JPIA
October 2011 Letters received from: 1) Under investigation by Both claims were
Melanie Schlotterbeck and Risk Manager. rejected and referred
2) PCM on behalf of The Claims presented to to ACWA/JPIA by the
Kellogg Terrace Personnel-Risk Board of Directors on
Condominium Association Management February 23, 2012
for damages claimed to Committee for
have resulted from a leak recommendation that
in Alamo Lane. the Board reject and
refer both claims to
ACWA/J P IA.
November 14, Claim received by District Board rejected and
2011 from Aaron Goodall for referred claim to
debris and dust issues ACWA/JPIA on
12/22/2011
January 2012 Claim by Hobo Recreation Release and waiver $110.00 will be
(Yorba Linda Bowl) for signed and returned. submitted to
charges for backflow & Claim paid out on ACWA/JPIA for
meter testing. 1/26/2012 in the reimbursement to
amount of $110.00. District (plus $100.00
handling fee)
February 2012 Claim filed by William Release and waiver $1309.47 will be
Worthington. Yard & pool signed and returned. submitted to
flooded with mud due to Claim paid out on ACWA/JPIA for
main line failure in street. 2/23/2012 in the reimbursement to
amount of $1309.47 District (plus $100.00
handling fee)
February 2012 Claim filed by Glenn Claim referred to Claim settled for
Yothers on 2/6/2012 for ACWA/JPIA on $500.00 by
death of 70' tree. $500.00 2/23/2012. ACWA/JPIA.
requested for removal of
dead tree.
April 2012 Claim filed by Thomas &
Debra Barker, 4/16/2012
in the amount of $478.68
for repairs to a water
heater they claim was
damaged when service
was shut off and restored
to service on San Antonio
Road 4/9/2012.
DISTRICT'S CLAIMS ON THE ACWA/JPIA LIABILITY INSURANCE
PROGRAM
DATE OF NATURE OF RISK CLAIM SUBMITTED
INCIDENT MGMNT RELATED AMOUNTOF CLAIM TO ACWA/JPIA
ISSUE/CLAIM
December 8, Stater Bros. Parking $334.82 Claim submitted.
2011 Lot Payment received.
December 12, Beech Street repairs $39,295.00 Claim submitted.
2011 Payment received.
December 29, Granby Drive repairs $5,600.00 Claim submitted
2011 payment received
March 12, Village Center Drive - TBD Claim referred to
2012 District's dump truck ACWA/JPIA
with backhoe on trailer
CURRENT WORKERS COMPENSATION ACTIVITY
DATE OF NATURE OF W.C. STATUS REPORTABLE INCIDENT
INJURY CLAIM
2-28-2012 Left foot pain Open First Aid Only
3-27-2012 Debris in eye Closed Yes
DISTRICT EMPLOYEE ACTIVITIES/FUNCTIONS
MONTH ACTIVITY/FUNCTION DEPARTMENT
2-14-12 Employee Potluck Event held at Employee Recognition
District Committee
DISTRICT SAFETY AND WELLNESS- ACTIVITIES/FUNCTIONS
MONTH ACTIVITY/FUNCTION DEPARTMENT
1-23-2012 Check AED's & Log HR
2-15-2012 One-hour Employee Assistance Program HR
(EAP) Workshop — Eating Right for Life
2-16-2012 Presentation by Aspen Risk Management HR
(safety consultants) re plan of action &
introduction to Management, supervisors
& Safety Committee members
2-22-2012 Check AED's & Log
2-28-2012 Pacific Safety Council Annual Conference HR
Attendance by Risk Manager
3-5-2012 Safety Consultant, Rick Abel from the HR
Aspen Risk Management Group will
perform an assessment of the District's
facilities.
3-8-2012 Staff attended Annual Joint Meeting of HR
PASMA/PARMA
"How to Analyze CalOSHA Regulations"
"Beyond Compliance to Safety Culture"
3-19-2012 Safety Leadership Orientation conducted HR
by Aspen Risk Management (safety
consultants) for Managers, Supervisors
and Safety Committee members 8:00 am
to 12:30 pm
3-23-2012 Check AED's & Log HR
4-17-2012 Employee Assistance Program
Orientation — one-hour session.
28 District employees attended.
4-30-2012 Emergency/Fire Evacuation Drill held.
Twenty three employees participated with
two employees monitoring the functioning
of the alarm system.
4-30-2012 Safety and Wellness Committee Meeting HR/SAFETY
held
5-1-2012 Check AED's and Log. HR
HR ACTIVITIES/FUNCTIONS
MONTH ACTIVITY/FUNCTION DEPARTMENT
01-11-2012 Met with Keenan & Associates regarding Human Resources
Employee Benefits Consulting &
Brokerage Services
3-29-2012 Met with representatives of Well Fargo Human Resources
Insurance Services, District's insurance
brokers to discuss options
ITEM NO. 3.2
AGENDA REPORT
Meeting Date: May 8, 2012 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
Prepared By: Miguel Serna, Human
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.
The District hired a temporary part-time Customer Service Representative I. The temporary part-
time employee was brought in to assist Customer Service in the absence of both a Customer
Service staff member who is on a leave of absence and vacant Customer Service Supervisor
position.
District staff interviewed candidates on April 17, 2012 to fill the vacant Maintenance Worker I
position. A conditional job offer was extended with a tentative start date of May 21, 2012. In
addition, District staff conducted interviews on April 25, 2012 to fill the vacant Customer Service
Supervisor position. The District extended a conditional job offer with a tentative start date of May
16, 2012.
ATTACHMENTS:
Description: Type:
Budgeted Positions 04-30-2012.xls Status of Recruitments and Budgeted Positions Backup Material
As of April 30, 2012
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 ? Hired (1)temporary part-time staff member. 4/16/2012
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 11 Interviews conducted 04/17/2012. Offer of 5/21/2012
employment extended.
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.
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 Under fill with one (1) MWI.
Meter Services Lead 1 1
Mechanic 111 1 1
Personnel Technician 1 1
Plant Operator 11 3 3
24 Construction Inspector 1 1
Engineering Tech 11 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
As of April 30, 2012
FY 2011-2012 Budgeted Positions
Salary Start
Range Position Classification Budget Emp Status/Comments Date
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 0 Interviews conducted 04/25/2012. Offer of 5/16/2012
employment extended.
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 JChief 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 73
FY 2011-2012 Authorized Part-Time/Intern Positions
Salary Start
Range Position Classification Budget Emp Status/Comments Date
1-11 Public Affairs Intern 0.5 0.5
Governmental Affairs Intern 0.5 0
24 GIS Technician 0.5 0.5
Total 1.5 1