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HomeMy WebLinkAbout2012-11-13 - Personnel-Risk Management Committee Meeting Agenda Packet Yorba Linda Hater District AGENDA YORBA LINDA WATER DISTRICT PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING Tuesday, November 13, 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, HR and Risk 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. At-Will Employment (Verbal Report) 2.2. Status of Performance Evaluations (Verbal Report) 2.3. Second Revised Draft Job Description for Operations Manager Position 2.4. Human Resources/Risk Management/Safety Activity 2.5. Future Agenda Items and Staff Tasks 3. ADJOURNMENT 3.1. The next Personnel-Risk Management Committee meeting will be held Tuesday, November 28, 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. 2.3 AGENDA REPORT Meeting Date: November 13, 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: Gina Knight, HR/Risk Manager Subject: Second Revised Draft Job Description for Operations Manager Position SUMMARY: The attached job description was presented to the Personnel-Risk Management Committee on October 23, 2012. The Committee recommended additional language be added to the job description. The additional language relates to the position having the ability to possess strong communication skills. ATTACHMENTS: Name: Description: Type: Operations Manager Revision 11072012.doc Operations Manager Drfat Job Spec Backup Material YORBA LINDA WATER DISTRICT Revised: November 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 accountable for procurement and storage of supplies, ensuring compliance with the District's safety program, state and federal regulatory requirements as well as District policies and procedures. 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. 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 and directs 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. • Identifies problems, determines analytical approach, obtains and analyzes necessary information, evaluates alternative courses of action and makes recommendations regarding operations activities. Operations Manager Page 2 • 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. • Ability to communicate effectively with all other District departments and staff, consultants and contractors. • Ability to articulate various water and sewer industry issues and trends through presentations to the public and the Board of Directors. • 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. • Provides for the professional development of staff. • Supervises trains and instructs 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. • Undertakes special projects as may be assigned by the General Manager. • Responds to and resolves difficult and sensitive inquiries and complaints. Operations Manager Page 3 Performs related duties and responsibilities as required and/or assigned. 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. Ability to: • Plan, organize, coordinate, manage, review and evaluate the work of others. • Deal effectively with administrative and operational matters through supervisory staff. • Direct 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. • Direct the maintenance of accurate records. • Develop and administer department goals, objectives and procedures. • Develop and implement work standards, policies and procedures. • Ability to advise and interpret the application of those policies, procedures and standards to specific situations. • Use 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. Operations Manager Page 4 • Analyze operational and maintenance problems, evaluate alternatives and reach sound conclusions. • Represent 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. • Possess strong analytical, administrative, interpersonal and computer skills to clearly and concisely communicate both written and orally especially during public presentations. 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. • 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 provide the necessary knowledge and abilities is required. 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. 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. 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. 2.4 AGENDA REPORT Meeting Date: November 13, 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: 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 Department Activity 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. A recruitment for a vacant Human Resources Technician position was opened on 10/29/2012. The recruitment closes on 11/12/2012. An internal recruitment to fill an underfilled Maintenance Distribution Operator III position opened on 10/30/2012 and will close on 11/13/2012. A recruitment to fill two vacant positions for Maintenance Worker I's opened on 10/31/2012 and will close on 11/14/2012. WE 1-E: Continue to Support Additional Training (Testing) for Staff WE 2-13: Define the Competencies and Motivational Profile Required for Key Roles (and other roles) ATTACHMENTS: Description: Type: HR DEPARTMENT ACTIVITY fiscal 2011- 2012 Use This One for PRM Committee.doc HR Department Activity Backup Material HR DEPARTMENT ACTIVITY 2012 POLICIES AND PROCEDURES ACTIVITY STATUS Development and Maintenance of Management On hold Safety Procedures reviewed Draft policy Driver Record Review Policy None Policy has not been developed. Drug and Alcohol Policy LCW Law firm On hold while the District revising District's staff negotiated a new policy MOU for FY 2012-2015. Educational Reimbursement Policy Draft Policy Policy 7010-12-01 will be (Rev.1) presented to posted to the District's Employees Assoc. intranet. Board on 8/1/2012. Employee Performance Evaluation HR Manager to Procedure review Draft policy in October 2012. Employee's Responsibility for Management On Hold. 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 will be Policy revised by HR presented to the Manager to include sick Employees leave use during original Association Board probationary period. LCW by 11/15/2012. to review language. Facilities Use Policy HR/Risk Manager to Present Draft to Pers/Risk revise policy. Management Committee in October 2012. Heat Illness Prevention Program Safety Consultant Operations reviewed revised in April policy. HR Manager to 2012. finalize by end of October 2012. (Still in process) Updated October 3, 2012 1 POLICIES AND PROCEDURES CONTINUED POLICIES AND PROCEDURES ACTIVITY STATUS Risk Management Admin Policy HR Mgr to review On Hold. Draft policy and comment Safety Footwear Allowance Draft policy Policy 7030-12-01 posted presented to to intranet. Employees Assoc. Board on 8/1/2012. Recruitment Procedure Due to Update to be completed by implementation of the end of October 2012. NEOGOV recruitment software, the procedure will undergo updating by HR staff. New Hire Procedure Update to be Update to be completed by performed by HR the end of October 2012. staff. Separation/Termination Procedure Update to be Update to be completed by In process performed by HR the end of October 2012. staff. Student Intern Policy HR Manager to Present Draft to Pers/Risk review policy for Management Committee in current applicability. November 2012. Confined Space Entry HR and Managers In process. Coordinating Policy/Procedures reviewing draft efforts with Aspen Risk policy presented. Management Group. 2 TRAINING - ON SITE/OFF SITE DATE VENDOR CLASS TITLE 8-7 and 8-8 — ACWA/JPIA Training Conference, Irvine, Nine Operations staff and 2012 CA one engineering staff attended at least one day of training. 8-15-2012 Master COBRA seminar One HR staff attended full- day workshop 8-21-2012 CalPERS Disability Retirement and Two HR staff attended half Reinstatement Process workshop day workshop 9-19-2012 Managing the Marginal Employee Three District staff attended attend this half- day LCW workshop 9-19-2012 Public Sector Employment Law Update Three District staff attended this half-day LCW workshop 10-18-2012 Front Line Defense Four District staff attended this half-day LCW workshop. 10-31-2012 ACWA/JPIA's HR Group Meeting Attended by two District HR staff 11-07-2012 Orange County Human Resources Attended by two District Consortium Annual Planning Meeting HR staff 3 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 12 July 20, 2012 Accounting Assistant II The finalist was selected, accepted the offer and will join the District on November 19, 2012. 9-11-2012 Water Quality Technician II The District Water Internal Recruitment Quality Technician I was One position to be filled promoted to this position on 10/8/2012. 9-11-2012 Maintenance Distribution Operator 11 Two District Maintenance Internal Recruitment Worker I's were Two positions to be filled promoted on 10/8/2012. 10-29-2012 Human Resources Technician Applications are being accepted online. The recruitment closes 11/12/2012. 10/30/2012 Maintenance Distribution Operator III An internal recruitment was opened and will close on 11/13/2012. 10/31/2012 Maintenance Worker 1 (2 positions) Applications are being accepted online. The recruitment closes 11/14/2012. 4 CURRENT RISK MANAGEMENT/TORT CLAIM ACTIVITY DATE OF NATURE OF RISK ACTION TAKEN CLAIM HANDLED BY ISSUE/ CLAIM MANAGEMENT DISTRICT REC'D RELATED ISSUE/CLAIM &SUBMITTED TO ACWA/JPIA 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 Pers-Risk ACWA/JPIA by the Kellogg Terrace Mgmt Committee for Board of Directors on Condominium Association recommendation that February 23, 2012. for damages claimed to the Board reject and ACWA/JPIA was have resulted from a leak refer both claims to waiting for a response. in Alamo Lane. ACWA/JPIA. The six-month clock for filing a state court action on these claims ran out on August 23, 2012. November 14, Claim received by District Board rejected and The six-month clock for 2011 from Aaron Goodall for referred claim to filing a state court debris and dust issues ACWA/JPIA on action on these claims 12/22/2011 ran out on June 22, 2012. March 2012 Claim filed on behalf of Claim rejected and ACWA/JPIA returned MAMCO referred to ACWA/JPIA the claim — not covered on May 24, 2012. under policy— Former GM to give the MAMCO claim to District's council for handling. MAMCO filed a suit in OC Superior Court on 8/31/2012. 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. 5 DISTRICT'S CLAIMS ON THE ACWA/JPIA LIABILITY INSURANCE PROGRAM DATE OF NATURE OF RISK CLAIM SUBMITTED TO INCIDENT MANAGEMENT RELATED AMOUNTOF ACWA/JPIA ISSUE/CLAIM CLAIM 3-12-2012 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. CLAIM STATUS REPORTABLE INCIDENT INJURY 7-12-2012 Bee Sting Closed First Aid Only 7-24-2012 Cut Inside upper left arm Closed Yes 7-25-2012 Carpal Tunnel left wrist Closed Yes 8-14-2012 Knee strain Closed First Aid Only 8-23-2012 Skin rash Closed First Aid Only 8-27-2012 Debris in eye Closed First Aid Only 10/15/2012 Hip pain Open Yes 10/22/2012 Wrist/arm pain Open Yes DISTRICT EMPLOYEE ACTIVITIES/FUNCTIONS MONTH ACTIVITY/FUNCTION DEPARTMENT 6-27-2012 Horseshoe Competition and Taco Employee Recognition Lunch Committee 11-14-2012 The Advantage Group (TAG) Human Resources Department presents a barbecue for all employees to kick off their open enrollment for the flex benefit plan and supplemental insurance policies. 12-07-2012 Employee Recognition Dinner at the Human Resources Department Yorba Linda Country Club 6 DISTRICT SAFETY AND WELLNESS- ACTIVITIES/FUNCTIONS MONTH ACTIVITY/FUNCTION DEPARTMENT 8-14-2012 First Aid/CPR/AED refresher training HR/SAFETY (two classes) were conducted at the District. 37 employees were trained. 9-5-2012 Confined Space Entry Training thru Aspen HR/SAFETY Risk Management Group. 42 employees trained 9-11-2012 First Aid/CPR/AED initial training class HR/SAFETY conducted at the District. 23 employees were trained. 11-05-2012 Check AED's and log HR/SAFETY HR ACTIVITIES/FUNCTIONS MONTH ACTIVITY/FUNCTION DEPARTMENT 7-31-2012 With HR staff involvement, a complicated HR employee issue was resolved in less than a month (as opposed to the original six month estimate) October 24, Health Benefits Fair was held at the HR 2012 District. Flu shots were available. November 7, 5:30 — 7:30 p.m. HR 2012 Lincoln Financial presenting Social Security and Retirement Planning 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 7