HomeMy WebLinkAbout2012-10-23 - Personnel-Risk Management Committee Meeting Agenda Packet Yorba Lind
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING
Tuesday, October 23, 2012, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE STAFF
Director Michael J. Beverage, Chair Steve Conklin, Acting 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. 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.
2.1. Job Reclassifications (Verbal Report)
2.2. Revised Draft Operations Manager Job Description
2.3. Status of Recruitments and Budgeted Positions
2.4. Future Agenda Items and Staff Tasks
3. ADJOURNMENT
3.1. The next Personnel-Risk Management Committee meeting will be held Tuesday, November 13,
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. 2.2
AGENDA REPORT
Meeting Date: October 23, 2012
To: Personnel-Risk Management
Committee
From: Steve Conklin, Acting General
Manager
Presented By: Gina Knight, HR/Risk Manager Dept: Human
Resources/Risk
Management
Prepared By: Amelia Cloonan, Personnel
Technician
Subject: Revised Draft Operations Manager Job Description
SUMMARY:
The attached job description for the position of Operations Manger was revised at the request of the
Personnel-Risk Management Committee members.
ATTACHMENTS:
Description: Type:
Operations Manager Revision 10092012.doc Revised Operations Manager Job Description Backup Material
YORBA LINDA WATER DISTRICT
Revised: October 2012
OPERATIONS MANAGER
(Exempt)
DEFINITION
Under administrative direction of the General Manager, plans, organizes, administers
and directs all water production, as well as maintenance of water and sewer facilities,
and vehicles and equipment. Coordinates assigned activities with other departments
and outside agencies. This position is also accountable for procurement and storage
of supplies, and fnr mono^in^ the nnorotinnc cofo+„ nrn^rom ensures Operations staff
are in compliance with the District's safety program; performs related work as
assigned.
CLASS CHARACTERISTICS
The Operations Manager is a department-manager level position requiring an
understanding of complex laws, rules and regulations regarding the operation,
maintenance and repair of water supply and distribution facilities. The Operations
Manager participates in resolving complex organizational and service delivery
problems.
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EXAMPLES OF DUTIES
The duties listed below are illustrative only and are not meant to be a complete and
exhaustive listing of all of the duties and responsibilities of this classification.
• Plans and implements goals, objectives and work standards for the District's
operations, maintenance and warehousing and water production activities and
organizes directs, eviews and_ eval wo+or, the activities of
subordinate staff.
• Manages and participates in the development and administration of the
department's budget; directs the forecasting of additional funds needed for
staffing, equipment, materials and supplies; directs the monitoring and
approving of expenditures.
• Monitors and evaluates the efficiency and effectiveness of service delivery
methods and procedures; assesses and monitors work load, administrative and
support systems and internal reporting relationships; identifies opportunities for
improvement; directs the implementation of changes.
Operations Manager
Page 2
•Trp���'"` nnct nrniont innc and estimates fer artmeRta budget; nni�rs
ronartmReal eXpeR it iroc and budget yariaRGGS.
• Identifies problems, determines analytical approach, obtains and analyzes
necessary information, evaluates alternative courses of action and makes
recommendations regarding operations activities.
• Provides leadership and works with supervisors and staff to develop and retain
highly competent, customer-service oriented staff through selection,
compensation, training and day-to-day management practices that support the
District's mission, vision and core values; applies process improvement and
quality management principles to assigned areas of responsibility.
• Prepares and presents reports nn�presentations to the Board of Directors
on items related to water production, distribution, operations and maintenance.
• Participates on committees and task forces; may work with consultants as
necessary. Attends and participates in professional group meetings; maintains
awareness of new trends and developments in the field of water utility
administration; incorporates new developments as appropriate.
Prepares or directs the preparation of a variety of records and periodic and
special reports related to department activities; maintains liaison with
representatives of regulatory agencies, other agencies, cities, developers,
contractors and the public. Attends public meetings regarding the
water/wastewater systems.
• Supervises both the Water Maintenance Superintendent and Chief Plant
Operator as well as subordinate Department staff; evaluates work
performance, prepares and administers performance evaluations; makes
personnel decisions including hiring; works with employees to correct
deficiencies; implements discipline and termination procedures; approves leave
requests.
• SeleGts and— °' staff; Provides for the* professional development of
staff. and tra ir,ir,n
• Supervises, trains and instructs the operations staff regarding safety
compliance, chemical handling, chemical leak/spill response, traffic control,
trenching and shoring, confined space entry and state certification exams.
• Works closely with the District's Engineering Department to ensure that
designs and specifications can be implemented and maintained in the field;
plans for capital improvement needs of District.
Operations Manager
Page 3
• Undertakes special projects as may be assigned by the General Manager.
• Responds to and resolves difficult and sensitive inquiries and complaints.
• Perform related duties and responsibilities as required.
QUALIFICATIONS
The level and scope of the knowledge and skills listed below are related to
experience, proficiency and complexity of work activities as specified under Class
Characteristics.
Knowledge Of:
• Advanced administrative principles and techniques, including budgeting,
planning, safety and staff organization and development.
• Advanced principles and practices of maintenance and operations, with
emphasis on the operations and maintenance activities related to water supply,
production, and sewer maintenance.
• Advanced principles, practices and operational methods of water production,
storage and distribution.
• Principles and practices of industrial safety.
• Operational principles and maintenance requirements of pumps, motors,
pumping systems and appurtenances, and related water production, and
distribution equipment.
• Principles of supervision, training and performance evaluation.
• Pertinent federal, state and local laws, codes and regulations including health,
safety and environmental regulations that apply to the construction, operation,
maintenance and repair of water supply and distribution facilities, mechanical
maintenance and building/grounds maintenance.
Abilities:
• Plante, organize, coordinateiRg, manage, review+4g and evaluateiRg the
work of others.
• Deal+r�g effectively with administrative and operational matters through
supervisory staff.
• DirecN4g a field! safety pFegFaFn compliance with the District's safety program.
• Prepare clear and concise administrative and financial reports.
• Prepare and administer large and complex budgets.
• Interpret and apply applicable federal, state and local policies, laws and
regulations.
• Dealing eff°n+iVely with budget, d-nercnnnel ond! n�her aminictFatiye matters
• DirecN4g the maintenance of accurate records.Rdpr aFiRg—Glear and
• Develop and administer department goals, objectives and procedures.
Operations Manager
Page 4
• Develop+ g and implemen4 g work standards, policies,—and procedures. and
advise and interpret the application of those policies, procedures and
standards to specific situations.
• Uses tact, discretion and prudence in establishing and maintaining effective
working relationships with supervisors, staff, other District personnel, and
elected members of the Board of Directors.
• Analyze+ g operational and maintenance problems, evaluate+ g alternatives
and reach g sound conclusions.
Representing the District effectively in contacts with regulatory agencies, other
governmental agencies, private firms, community and professional groups and
the public.
• Respond to sensitive community and organizational issues, concerns and
needs.
• Communicate clearly and concisely both orally and in writing.
Typical Physical Activities
Travels frequently by motor vehicle in conducting District business.
• Regularly required to stoop, stand, bend, sit and walk and go up and down
stairs.
• Frequently walks in uneven terrain, in an outdoor environment, making
inspections of District facilities and construction projects.
• Possesses the ability to carry 30 pounds of equipment short distances.
• Must be able to communicate effectively, both orally and in writing with co-
workers and customers.
• Regularly uses a telephone for communication.
• Uses office equipment such as computer terminals, copiers, and fax machines.
• Sits for extended time periods.
• Hearing and vision correctable to normal ranges.
Desirable Qualifications
A combination of education and experience which would y provide the necessary
knowledge and abilities is required Ong. A typical way to obtain the knowledge
and abilities would be:
Education: A Bachelor's degree from an accredited college or university with major
course work in water science, engineering, environmental or physical science or other
related field that provides knowledge of advanced principles of water quality and
chemistry is desirable. An A.A. or A.S. degree in Water Utility Science or a related
field is required. €ryyalen#te -;;A A.Ar-9F A.S. degFe�Qi°r tP-GhRelegy 9
Operations Manager
Page 5
Experience: Eight years of increasingly responsible experience in the operations,
maintenance and repair of water systems that demonstrates the application of
advanced principles of water quality and chemistry and includes five years of
management or supervisory responsibility. gigRifinon+ mononeonc6p°n
rionno in WAte•Fesewe•repCtatiCti.,; and main+ononno work. Experience in
working with an elected Board or Commission is desirable.
Other Requirements:
Possession of a Grade 5 Water Distribution Certificate issued by the Department of
Health Services and possession of a Grade 3 Water Treatment Certificate issued by
the Department of Health Services.
Driver's License: Possession of a valid California Class C driver's license may be
required at the time of appointment. Failure to obtain or maintain such required
license(s) may be cause for disciplinary action. Individuals who do not meet this
requirement due to a physical disability will be considered for accommodation on a
case-by-case basis.
Possession and proof of a good driving record as evidenced by freedom from multiple
or serious traffic violations or accidents for at least two (2) years duration. The driving
record will not contribute to an increase in the District's automobile rates.
Emergencies: Must be able to respond to emergencies as necessary.
Approved by the following:
General Manager Date
Human Resources Manager Date
ITEM NO. 2.3
AGENDA REPORT
Meeting Date: October 23, 2012 Budgeted: Yes
To: Personnel-Risk Management
Committee
From: Steve Conklin, Acting General
Manager
Presented By: Gina Knight, HR/Risk Manager Dept: Human
Resources/Risk
Management
Prepared By: Gina Knight, HR/Risk Manager
Subject: Status of Recruitments and Budgeted Positions
SUMMARY:
The attached spreadsheet is updated on a monthly basis and presented to the Personnel-Risk
Management Committee for discussion.
DISCUSSION:
A second interview was conducted for the Accounting Assistant II position on October 10, 2012. A
candidate was recommended for hire and a job offer was extended and accepted with a tentative
hire date of November 19, 2012.
The Water Quality Tech I was promoted to the Water Quality Tech II position effective October 8,
2012.
Two Maintenance Worker I's were promoted to the Maintenance Distribution Operator II position
effective October 8, 2012.
In addition, the Personnel Technician was reclassified to the Human Resources Analyst position
effective October 6, 2012 after serving three months in an acting capacity.
ATTACHMENTS:
Description: Type:
Copy of Budgeted Positions 10-17
Budgeted Positions List Backup Material
2012 OK use this copy.xls
As of October 17, 2012
FY 2012-2013 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 Vacant position on hold
17 Accounting Assistant 1 1 1
Customer Service Representative 11 1 1
Engineering Secretary 1 1
Maintenance Worker 1 9 9 (1) employee on Leave of Absence.
Employee submitted resignation effective 10
25-2012.
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 8 (2) Maintenance Worker I positions
promoted on 10-8-2012.
Water Quality Technician 1 0
21 Accounting Assistant 11 1 0 Part-time temporary, limited-term employee
(208 hours). Employment offer extended -
tentative hire date 11-19-2012.
Facilities Maintenance 1 1
Mechanic 11 1 1
22 Information Systems Technician 1 1 1
Water Quality Technician 11 1 1 Water Quality Tech I promoted on 10-8-
2012.
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 0
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 Personnel Technician reclassified 10/6/2012
Instrumentation Technician 1 1
Sr.Accountant 1 1
As of October 17, 2012
FY 2012-2013 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
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 Temporarily on Acting Assignment
31 Chief Plant Operator 1 1
32
33
34 Sr. Project Manager 1 1
35
36
37 Engineering Manager 1 1 Temporarily on Acting Assignment
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 1 0 Acting General Manager 8/9/2012
Total 76 70
FY 2012-2013 Budgeted Part-Time/Intern Positions
Salary Start
Range Position Classification Budget Emp Status/Comments Date
1-11 Public/Governmental Affairs Intern 0.5 0.5
Records Management Intern 0.5 0
24 IGIS Technician 0.5 1 0.5
Total 1.6 1