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Home My WebLink About2013-05-14 - Personnel-Risk Management Committee Meeting Agenda PacketYorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PERSONNEL -RISK MANAGEMENT COMMITTEE MEETING Tuesday, May 14, 2013, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. ROLL CALL COMMITTEE STAFF Director Ric Collett, Chair Steve Conklin, Acting General Manager Director Michael J. Beverage Gina Knight, HR and Risk Manager 3. 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. 4. 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. 4.1. Human Resources, Risk Management, and Safety Activity 4.2. Status of Performance Evaluations (Verbal Report) 4.3. Status of Assessment of Job Descriptions and Titles (Verbal Report) 4.4. Status of General Manager Recruitment (Verbal Report) 4.5. Future Agenda Items and Staff Tasks 5. ADJOURNMENT 5.1. The next Personnel -Risk Management Committee meeting is scheduled to be held Tuesday, June 11, 2013 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. AGENDA REPORT Meeting Date: May 14, 2013 ITEM NO. 4.1 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, Human Resources Analyst Subject: Human Resources, Risk Management, and Safety Activity SUMMARY: The attached spreadsheet is updated on a monthly basis for presentation to the Committee. DISCUSSION: The updated Department Activity spreadsheet shows 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 in red have been revised or updated since the last report. An internal recruitment for one Customer Service Representative II opened on March 14, 2013 and closed on March 28, 2013. On April 7, 2013, a Customer Service Representative I was promoted to the Customer Service Representative II position. Interviews for the Meter Reader I position are on hold. The successful candidate for the Operations Manager position was promoted on April 25, 2013 On May 6, 2013, the successful candidate for the limited -term part -time Records Management Clerk position joined the District. On March 18, 2013, the District opened a job recruitment for one Instrumentation Technician to fill a vacant position. The recruitment closed on April 1, 2013. Seven candidates have been invited to interview on May 15, 2013. WE 1 -E: Continue to Support Additional Training (Testing) for Staff WE 2 -D: Develop Methodologies to Assist Employees in Preparing for Advancement WE 3 -C: Encourage Employee Training in Leadership and Technology ATTACHMENTS: Description: Type: HR DEPARTMENT ACTIVITY fiscal 2012 - 2013 PRM Committee 05142013.doc HR Department Activity Backup Material Budgeted Positions 05- 07- 2013.xlsx Budgeted Positions Backup Material HR DEPARTMENT ACTIVITY FISCAL 2012 -2013 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. (Near completion) 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. (Near completion) Updated January 30, 2012 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 (In process) implementation of NEOGOV recruitment software, the procedure will undergo updating by HR staff. New Hire Procedure Update to be (In process) performed by HR staff. Separation /Termination Procedure Update to be (In process) In process performed by HR 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 (Near completion) Policy /Procedures reviewed draft Coordinating efforts with policy. Aspen Risk Management Group. TRAINING - ON SITE /OFF SITE DATE VENDOR CLASS TITLE 01 -14 -2013 LCW presented Managing the Marginal Board, Managers, District Employee supervisory staff 01 -29 -2013 LCW presented Managing Performance Board, Managers, District Through Evaluations supervisory staff 2 -26 -2013 SDEA (San Diego Employers Association) Three HR and one "Personality Traits, Corporate Administration staff `Psychopaths', Executive Ego and the attended Challenges for Modern Organizations" 2 -28 -2013 Annual Public Retirement Seminar One HR staff attended sponsored by Public Retirement Journal 2 -28 -2013 PELRAC (Public Employees Labor Two Finance and one HR Relations Association California) staff attended. Workshop re: CalPERS Actuarials 03 -05 -2013 CalPERS Public Employer Business Rules Three Finance and two Training HR staff attended. 03 -19 -2013 Kick -off meeting presented by Chris Zeiler Two IT, Three HR, Two of Negotium to determine training needs Finance staff attended. and issue resolution for Great Plains software 03 -21 & 22, LCW Annual Public Sector Employment Three HR staff attended. 2013 Law Conference 4 -5 -2013 Verbal Judo presented by Lee Fjelstad 28 District staff attended. 4- 15 -2 -13 Arc Flash Training presented by Llewellyn. 40 District staff who might be impacted by Arc Flash were trained. 4 -23 -2013 Target Solutions Training webinar 1 -1/2 Two HR staff attended hours 4 -24 -2013 Affordable Care Act webinar 2 hours Two HR staff attended through Hanson Bridgett LLC 4 -25 -2013 Accommodating Bad Behavior webinar 2 Two HR staff attended hrs through LCW 4 -29 -2013 Confined Space Entry training presented 42 District staff were by Dave Burpeau, Aspen Risk trained in two sessions, Management Group, prior to issuance of a.m. and p.m. District's procedure. 5 -16 -2013 Harassment, Discrimination, Retaliation Mandated training for all Training (LCW) District personnel RECRUITMENTS MONTH POSITION APPLICATIONS PROCESSED July 20, 2012 Accounting Assistant II Selected finalist accepted offer & joined the District on 11 -29 -2012. 9 -11 -2012 Water Quality Technician II District Water Quality Internal Recruitment Technician I promoted on One position to be filled 10/8/2012. 9 -11 -2012 Maintenance Distribution Operator 11 Two District Maintenance Internal Recruitment Worker I's promoted on Two positions to be filled 10/8/2012. 10/30/2012 Maintenance Distribution Operator III One internal candidate promoted on 12 -05 -2012 10 -29 -2012 Human Resources Technician Final candidate accepted offer and began employment on 2 -25 -2013. 10/31/2012 Maintenance Worker 1 (2 positions) Two candidates accepted offers. One begins work on 3 -11 and the second on 3 -18. 12/18/2012 Maintenance Distribution Operator II Position vacated through promotion filled by a candidate on the eligibility list from the prior recruitment. 01 -08 -2013 Part -Time Temporary Records Process completed. Selected Management Clerk candidate will commence work on May 6, 2013. 01 -08 -2013 Meter Reader 1 70 candidates tested on 03- 07 -2013. Interview date TBD. 01 -22 -2013 Operations Manager Recruitment conducted. Candidate accepted the position as of April 25, 2013. 03 -14 -2013 Customer Service Representative II Internal job posting closed Internal recruitment — one position and candidate was promoted effective April 7, 2013. 03 -18 -2013 Instrumentation Technician Twenty applications received. Seven candidates invited to interview on May 15, 2013. 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 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. Claim was settled when Mamco chose to dismiss the lawsuit (Feb. 2013) January 2013 Claim filed by Stephen J. Claim to be paid District accepted Saporito for $350.00 for 3/14/2013 responsibility and inspection and leak handled the claim itself. detection costs, which were determined to be unnecessary. 2 -19 -2013 Claim filed by Richard Recommendation to Peterson for damage to reject & refer claim to his automobile on 11 -15- ACWA/JPIA. 2012 3 -18 -2013 Claim filed by James Recommendation to Claim was settled with Andrews for charges he settle. a credit of $32.91 to claims were billed to him claimants District for water running in street account. CURRENT RISK MANAGEMENT /TORT CLAIM ACTIVITY DATE OF NATURE OF RISK ACTION TAKEN CLAIM HANDLED BY ISSUE/ MANAGEMENT AMOUNTOF DISTRICT CLAIM RECD RELATED ISSUE /CLAIM CLAIM &SUBMITTED TO 3 -12 -2012 Village Center Drive - TBD ACWA/JPIA March 2013 Claim filed by Richard Claim rejected and ACWA /JPIA is Peterson for $2866.81 for referred to ACWA/JPIA investigating. 4 -25 -2013 auto body damage which on March 28, 2013 Claim was referred to claimant states was ACWA /JPIA. Appraisal of caused by going over a damages was performed. District cradle located District is responsible for across Avocado Ave. $500 deductible. April 4, 2013 Claim filed by David The District has District accepted Redfearn for $16.20 to submitted a check responsibility for the replace an aerator request for $16.20 to claim. damaged on March 22, reimburse rate payer. 2013 when the District replaced a fire hydrant at Bastanchury and Denver. DISTRICT'S CLAIMS ON THE ACWA /JPIA LIABILITY INSURANCE 01 . . 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 4 -25 -2013 Repair of 2012 Kenworth $11,950.94 Claim was referred to Dump Truck ACWA /JPIA. Appraisal of damages was performed. District is responsible for $500 deductible. CURRENT WORKERS COMPENSATION ACTIVITY DATE OF INJURY NATURE OF W.C. CLAIM STATUS REPORTABLE INCIDENT 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 Closed Yes 10 -22 -2012 Wrist/arm pain Closed Yes 01 -09 -1013 Thumb pain Closed Yes DISTRICT EMPLOYEE ACTIVITIES /FUNCTIONS MONTH ACTIVITY /FUNCTION DEPARTMENT 12 -07 -2012 Employee Recognition Dinner at the Yorba Linda Country Club HR 1 -23 -2013 All Hands Meeting held at the District Admin /HR 2 -16 -2013 Retirement event held at the District for Lee Cory, Operations Manager HR DISTRICT SAFETY AND WELLNESS- ACTIVITIES /FUNCTIONS MONTH ACTIVITY /FUNCTION DEPARTMENT 8 -14 -2012 First Aid /CPR /AED refresher training (two classes) were conducted at the District. 37 employees were trained. HR /SAFETY 9 -5 -2012 Confined Space Entry Training thru Aspen Risk Management Group. 42 employees trained HR /SAFETY 9 -11 -2012 First Aid /CPR /AED initial training class conducted at the District. 23 employees were trained. HR /SAFETY 11 -05 -2012 Check AED's and log HR /SAFETY 11 -29 -2012 Check AED's and log HR /SAFETY 12 -26 -2012 Check AED's and log HR /SAFETY 2 -12 -2013 Check AED's and log HR /SAFETY 3 -4 -2013 Check AED's and log HR /SAFETY 4 -1 -2013 Check AED's and log HR /SAFETY 5 -1 -2013 Check AED's and log HR /SAFETY HR ACTIVITIES /FUNCTIONS MONTH ACTIVITY /FUNCTION DEPARTMENT June 29, 2013 District picnic to be held at Yorba Regional Park on La Palma HR & Committee (In planning stage) As of 2013 FY 2012 -2013 Budgeted Positions Salary Range Position Classification Budget Emp Status /Comments Start Date 1 -11 (Temporary Help) 0 0 12 13 14 15 Customer Service Representative 1 1 0 (Overfilled with CSR 11) 16 Meter Reader 1 2 1 One position on hold. 17 Accounting Assistant 1 1 1 Customer Service Representative 11 1 2 CSR I promoted Engineering Secretary 1 1 Maintenance Worker 1 9 9 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 Water Quality Technician 1 0 0 21 Accounting Assistant 11 1 1 One full -time employee (One pt. time temporary, limited term employee still budgeted) Facilities Maintenance 1 1 Mechanic 11 1 1 22 Information Systems Technician 1 1 1 Water Quality Technician 11 1 1 23 Maintenance Distribution Operator 111 4 4 Meter Services Lead 1 1 Mechanic 111 1 1 Human Resources Technician 1 1 Temporary Part -time clerk assisting HR. Full- time HR Technician hired on 2 -25 -2013. Plant Operator 11 3 3 One Plant Operator 11 on Temporary Assignment as Chief Plant Operator 24 Construction Inspector 1 1 Engineering Tech 11 2 2 Info Systems Tech II /Programmer 1 1 25 Human Resources Analyst 1 1 Instrumentation Technician 1 1 Recruitment in process for vacancy. Sr. Accountant 1 1 As of 2013 Total 76 72 FY 2012 -2013 Budgeted Positions Part- Time Salary Range Position Classification Budget Emp Status /Comments Start Date 26 GIS Administrator 1 1 0.5 0.5 Project Engineer 2 2 0.5 0.5 Final candidate commenced 5/6/2013. Sr. Construction Inspector 1 1 1 0.5 0.5 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 0 Temporarily filled through Acting Assignment 32 Executive Secretary 1 1 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 1 0 IS Administrator assigned to Acting IT Manager Operations Manager 1 1 Candidate selected. Commenced in position 4/25/2013. 38 39 40 General Manager 1 1 0 Acting General Manager 8/9/2012 Total 76 72 Total 1.6 1.6 FY 2012 -2013 Budgeted Part- Time /Intern Positions Salary Range Position Classification Budget Emp Status /Comments Start Date 1 -11 Public /Governmental Affairs Intern 0.5 0.5 Pt -Time Records Management Clerk 0.5 0.5 Final candidate commenced 5/6/2013. 24 GIS Technician 1 0.5 0.5 Total 1.6 1.6