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Home My WebLink About2012-06-12 - Personnel-Risk Management Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING Tuesday, June 12, 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. Proposed Budgeted Positions for Fiscal Year 2012/2013 Recommendation: That the Committee recommend the Board of Directors adopt Resolution No. 12-XX Approving the Budgeted Positions for Fiscal Year 2012113 and Rescinding Resolution No. 11-10. 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. Organizational Efficiency Study (Verbal Report) 3.2. Status of Recruitments and Budgeted Positions 3.3. Human Resources/Risk Management/Safety Activity 3.4. Future Agenda Items and Staff Tasks 4. ADJOURNMENT 4.1. The next Personnel-Risk Management Committee meeting will be held Tuesday, July 10, 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: June 12, 2012 Budgeted: Yes Total Budget: $8M To: Personnel-Risk Management Cost Estimate: $8M 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: Gina Knight, HR/Risk Manager CEQA Compliance: N/A Subject: Proposed Budgeted Positions for Fiscal Year 2012/2013 EW STAFF RECOMMENDATION: That the Committee recommend the Board of Directors adopt Resolution No. 12-XX Approving the Budgeted Positions for Fiscal Year 2012/13 and Rescinding Resolution No. 11-10. DISCUSSION: The District's Board of Directors will consider adopting a budget that will fund seventy six (76) full- time positions and three (3) part-time positions for Fiscal Year 2012/2013. The part-time staff will include a half-time GIS Technician to assist the IT Department and two (2) half-time interns to assist with public relations/governmental affairs and records management within the Administration Department. The District's part-time positions are limited term and are not eligible to receive benefits. For the proposed Fiscal Year 2012/2013 personnel needs, staff is proposing the following: to promote one (1) Maintenance Distribution Operator II to a Maintenance Distribution Operator III; to fill one of the intern positions with an individual specializing in record keeping and records management. Three of the District's Maintenance Distribution Operator II positions are currently filled with staff in positions of lessor pay and lower certification requirements due to difficulty recruiting certified and experienced staff. As these employees gain experience and acquire the required certification they could be promoted to the position they are under filling. PRIOR RELEVANT BOARD ACTION(S): The Board annually considers adopting a resolution authorizing budgeted positions, in accordance with the adopted Personnel Rules. The Board adopted Resolution No. 11-10 Approving Authorized and Budgeted Positions for FY 2011/12 on June 23, 2011 . ATTACHMENTS: Namt- Description: Type: Resolution No. 12-XX.doc Resolution No. 12-XX Resolution 12-XX Exhibit A Authorized Positions FY 2012-2013 06-7-2012-PERS-RISK.xls Resolution 12-XX Budgeted Positions for FY 2012/2013 Backup Material RESOLUTION NO. 12-XX RESOLUTION OF THE BOARD OF DIRECTORS OF THE YORBA LINDA WATER DISTRICT APPROVING THE BUDGETED POSITIONS FOR FISCAL YEAR 2012/13 AND RESCINDING RESOLUTION NO. 11-10 WHEREAS, the Board of Directors adopted Resolution No. 10-09 on May 27, 2010 the "Yorba Linda Water District Personnel Rules"; and WHEREAS, the "Personnel Rules" direct that the number of Authorized Positions and Salary Ranges are subject to approval by the Board of Directors; and WHEREAS, the Board of Directors adopted Resolution No. 11-10 on June 23, 2011 approving authorized and budgeted positions for Fiscal Year 2011/12; and WHEREAS, it is the desire of the Board of Directors to adopt Budgeted Positions for Fiscal Year 2012/13, as set forth in Exhibit "A" attached hereto, and rescind Resolution No. 11-10. NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda Water District as follows: Section 1. The number of Budgeted Positions as set forth in Exhibit "A" attached hereto is approved and adopted for Fiscal Year 2012/13. Section 2. The General Manager is hereby authorized to employ up to the number of employees budgeted and funded in each fiscal year without further approval of the Board of Directors. Section 3. The General Manager is hereby authorized to fill a budgeted position that is vacated while this Resolution is active with a new employee at a lower or equal classification. The General Manager is further authorized to fill a budgeted position with a part time employee or contract staff. Section 4. That Resolution No. 11-10 is hereby rescinded effective July 1, 2012. Resolution No. 12-XX Approving Budgeted Positions for FY 2012/13 1 PASSED AND ADOPTED this 28th day of June 2012 by the following called vote: AYES: NOES: ABSTAIN: ABSENT: Phil Hawkins, President Yorba Linda Water District ATTEST: Ken Vecchiarelli, Secretary Yorba Linda Water District Reviewed as to form by General Counsel: Arthur G. Kidman, Esq. Kidman Law, LLP Resolution No. 12-XX Approving Budgeted Positions for FY 2012/13 2 Exhibit"A" Resolution No. 12-XX Budgeted Positions for 2012/2013 Effective July 1, 2012 Budgeted Budgeted Salary as of Proposed as of Range Position Classification 7/1/2011 Change 7/1/2012 15 Customer Service Rep 1 1 1 16 Meter Reader 1 2 2 17 Customer Service Rep 11 1 1 Accounting Assistant 1 1 1 Maintenance Worker 1 9 9 Mechanic 1 0 0 Engineering Secretary 1 1 Operations Secretary 0 0 18 Meter Reader 11 2 2 19 Customer Service Rep 111 2 2 Storekeeper 0 0 Operations Assistant 1 1 20 Engineering Technician 1 0 0 Water Quality Technician 1 0 0 Maintenance Dist. Operator 11 8 8 21 Facilities Maintenance 1 1 Accounting Assistant 11 1 1 Mechanic 11 1 1 22 Water Quality Technician 11 1 1 Information Systems Tech 1 1 1 23 Maintenance Dist. Operator 111 4 4 Meter Services Lead 1 1 Personnel Technician 1 1 Plant Operator 11 3 3 Mechanic 111 1 1 24 Construction Inspector 1 1 Engineering Technician 11 2 2 Information Systems Tech 11 1 1 25 Executive Secretary 1 1 Human Resources Analyst 1 1 Sr. Accountant 1 1 Instrumentation Technician 1 1 26 GIS Administrator 1 1 Project Engineer 2 2 Sr. Maintenance Dist. Operator 4 4 Sr. Plant Operator 1 1 Sr. Construction Inspector 1 1 Sr. Fleet Mechanic 1 1 27 Customer Service Supervisor 1 1 28 Management Analyst 1 1 29 Water Quality Engineer 1 1 Safety and Training Officer 0 0 Sr. Project Engineer 0 0 30 Water Maint. Superintendent 1 1 SCADA Administrator 1 1 Public Information Officer 1 1 IS Administrator 1 1 31 Chief Plant Operator 1 1 34 Sr. Project Manager 1 1 37 Human Resources and Risk Manager 1 1 Finance Manager 1 1 Operations Manager 1 1 Engineering Manager 1 1 IT Manager 1 1 Salary General Manager 1 1 Set by Board Total 76 0 76 Salary Range Position Classification 1-11 Public/Governmental Affairs Intern 0.5 0.5 Y Records Management Intern 0.5 0.5 24 GIS Technician 0.5 0.5 Z Total 1.5 1.5 During FY 2012/2013 the District will promote one (1) Maintenance Distribution Operator II to a Maintenance Distribution Operator III which is currently underfilled with a Maintenance Worker I position. Y Interns -Two (2) intern positions have been budgeted for FY 2012-2013. One intern will be utilized in the Public/Governmental Affairs division of the Administration Department. The other intern will provide support to the Executive Secretary with Records Management. Z GIS Tech is a part-time position. ITEM NO. 3.2 AGENDA REPORT Meeting Date: June 12, 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: Amelia Cloonan, Personnel Technician 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 budget positions as well as any 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 concluded the hiring process for a Maintenance Worker I on May 21 , 2012. The employee was brought in to fill a vacant position. The District concluded the hiring process for the Customer Service Supervisor position on May 14, 2012. The employee was brought in to fill the vacant position. There are three positions where employees are on a leave of absence: Customer Service Representative III, Maintenance Worker I and Public Information Officer. A temporary, part-time Customer Service Representative I was hired to fill in during the Customer Service Representative III's absence. ATTACHMENTS: Description: Type: Budgeted Positions 06-04-2012.xls Budgeted Positions Backup Material As of June 4, 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 2 Hired (1)temporary part-time staff member 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 Hired (1) new employee 5/21/2012 (1) employee on Leave of Absence 6/4/2012 Mechanic 1 0 0 Operations Secretary 0 0 18 Meter Reader 11 2 2 19 Customer Service Representative 111 2 2 (1) employee on Leave of Absence 4/25/2012 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 June 4, 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 1 Hired (1) new employee 5/14/2012 28 Management Analyst 1 1 29 Water Quality Engineer 1 1 30 Public Information Officer 1 1 (1) employee on Leave of Absence 2/23/2012 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 75 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 ITEM NO. 3.3 AGENDA REPORT Meeting Date: June 12, 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. The recruitment for the Records Management Intern opened on May 17 and concluded on May 31. Eight applications were received and reviewed. The position will be reopened on June 11 , 2012 for one week. On May 17, an All Hands Meeting was held. Service Awards were presented and committee members were recognized. A luncheon for all employees was held after the meeting. A Confined Space Entry Program round table discussion was held on June 4. Nineteen employees participated including District Managers, Supervisors, Leadworkers and Safety Committee members. The discussion was held in order to bring the focus of the District on the critical items that need to be addressed. Some of the items addressed were: procedures, uniform usage of names of District sites, equipment needs for use at the different sites, issues of signage/labeling, training of entrants and attendants and the forms to be used for site assessments and for CSE permit entry. Two sessions of Heat Illness Prevention Training were held at the District on June 4. Twenty-four District employees attended training in the morning session, and fifteen were trained in the afternoon session. Heat Illness Prevention Training is conducted each year at the District for all District employees who must work outside in high temperatures. STRATEGIC PLAN: WE 1-D: Develop Methodologies to Assist Employees in Attaining Career Expectations WE 1-E Continue to Support Additional Training for Staff WE 3-13 Conduct Quarterly All Hands Meeting ATTACHMENTS: Name: Description: Type: HR DEPARTMENT ACTIVITY fiscal 2011 2012 Use This One for PRM Committee.doc HR Department Activities 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 May 29, 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 HR Manager to review completed policy. 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 and HR Staff attended Disabled Employees 3-28 & 29 Two-day OSHA training at Two District employees who will become 2012 Cal State Dominguez Hills the District's forklift training instructors for Forklift Trainer program (Dave 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. 5-8-2012 ACWA/JPIA Trenching & Attendance by four individuals Excavation training at Walnut Valley Water District 5-23-2012 Labor Relations Academy I Attendance by one employee - NPELRA 6/4/2012 PELRAC - Contract Attendance by one employee Language presented by Brenda Diedricks 6-4-2012 Heat Illness Prevention Twenty-four employees were trained in the Program morning session and 15 were trained in the afternoon session presented by Aspen Risk Management. 6/5/2012 GPS/Netfleet Conference — Five employees attended WMWD RECRUITMENTS MONTH POSITION APPLICATIONS PROCESSED 2011 January 2012 Part-time Public Affairs Intern 5 March 8, 2012 Maintenance Worker I (one position) 27 April 2, 2012 Customer Service Supervisor (one 55 position) May 17, 2012 Records Management Intern 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/J PIA October 2011 Letters received from: 1) Under investigation by Both claims were Melanie Schlotterbeck and Risk Manager. Claims rejected and referred to 2) PCM on behalf of The presented 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. March 2012 Claim filed on uuiiaii ui Claim rejected and MAMCO referred to ACWA/JPIA on May 24, 2012. April 2012 Claim filed by Thomas & Claim rejected and Debra Barker, 4/16/2012 referred to ACWA/JPIA $478.68, for repairs to on May 24, 2012. 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 TO ACWA/JPIA ISSUE/CLAIM CLAIM December 8, 2011 Stater Bros. Parking Lot $334.82 Claim submitted. Payment received. December 12, 2011 Beech Street repairs $39,295.00 Claim submitted. Payment received. December 29, 2011 Granby Drive repairs $5,600.00 Claim submitted payment received March 12, 2012 Village Center Drive - TBD Claim referred to District's dump truck with ACWA/JPIA 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 5-17/2012 All Hands Meeting with Service ADMIN Awards and Luncheon DISTRICT SAFETY AND WELLNESS- ACTIVITIES/FUNCTIONS MONTH ACTIVITY/FUNCTION DEPARTMENT 5-23-2012 Check AED's and log HR/SAFETY 6-4-2012 Confined Space Entry program review HR/SAFETY with managers, supervisors, leadworkers and Aspen Risk Management— 19 YLWD participants, 2 Aspen Risk Management participants 6-27-2012 Hearing Testing will be conducted for HR/SAFETY District employees 8-14 & 15, First Aid/CPR/AED refresher training (two HR/SAFETY 2012 classes) and initial training (one class) will be conducted at the District. HR ACTIVITIES/FUNCTIONS MONTH ACTIVITY/FUNCTION DEPARTMENT October 24, Health Benefits Fair will be held at the HR 2012 District. Flu shots will be available. November The Advantage Group will be at the HR 14-15, 2012 District for open enrollment for the Section 125 Cafeteria Plan (pre-tax medical and child/elder care deductions) and supplemental insurances