HomeMy WebLinkAbout2013-03-12 - Personnel-Risk Management Committee Meeting Agenda PacketYorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL -RISK MANAGEMENT COMMITTEE MEETING
Tuesday, March 12, 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. ACTION CALENDAR
This portion of the agenda is for items where staff presentations and committee discussions are needed prior to
formal committee action.
4.1. Claim Filed by Richard Peterson
Recommendation. That the Committee recommend the Board of Directors reject
the claim submitted by Richard Peterson and refer it to ACWA/JPIA.
5. 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.
5.1. Draft Human Resources Department Budget for FY 2013 -2014
5.2. ACWA /JPIA Property Program Renewal Billing (Verbal Report)
5.3. Status of Compensation Study for the Position of General Manager (Verbal Report)
5.4. Status of Performance Evaluations (Verbal Report)
5.5. Assessment of Job Descriptions and Titles Work in Progress (Verbal Report)
5.6. Human Resources, Risk Management, and Safety Activity
5.7. Future Agenda Items and Staff Tasks
6. ADJOURNMENT
6.1. The next Personnel -Risk Management Committee meeting is scheduled to be held
Thursday, March 27, 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: March 12, 2013
To: Personnel -Risk Management
Committee
Funding Source:
From: Steve Conklin, Acting General
Manager
Presented By: Gina Knight, HR /Risk Manager
Reviewed by Legal
Prepared By: Amelia Cloonan, Human
Resources Analyst
Subject: Claim Filed by Richard Peterson
SUMMARY:
ITEM NO. 4.1
N/A
No
A claim was submitted to the District on February 19, 2013 for damage that occurred to claimant's
automobile on November 15, 2012.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors reject the claim submitted by Richard
Peterson and refer it to ACWA /JPIA.
DISCUSSION:
On February 19, 2013, a claim was received by the District. The claimant, Richard Peterson, stated
that on November 15, 2012, he turned left on Avocado Avenue from Yorba Linda Boulevard. He
drove his car over a hose that was in a cradle located in the street. His car ended up on top of the
aluminum cradle, which hit the frame of his car. Mr. Peterson is claiming $2,866.81 for property
damages to his automobile. The District was performing work at the location. Mr. Peterson reported
the incident to a District employee who was on site.
The District wishes to reject and refer this claim to ACWA Joint Powers Insurance Authority for
investigation, appraisal and handling.
ATTACHMENTS:
rvame
RPeterson.pdf
Description:
Backup Material
Type:
Backup Material
PLEASE CONTACT YLWD RECORDS DIVISION
FOR THIS ATTACHMENT
(714) 701-3101
records@ylwd.com
Meeting Date:
To:
From:
Presented By:
Prepared By:
Subject:
SUMMARY:
ITEM NO. 5.1
AGENDA REPORT
March 12, 2013
Personnel -Risk Management
Committee
Steve Conklin, Acting General
Manager
Gina Knight, HR /Risk Manager
Cindy Botts, Management
Analyst
Draft Human Resources Department Budget for FY 2013 -2014
The preliminary Human Resources Department budget for FY 2013 -2014 is presented for review
and discussion.
DISCUSSION:
The Human Resources Department is responsible for all employment services for the District
including recruitment and testing, employee relations, employee benefits, training and development,
occupational safety, workers' compensation, employee health services, procurement of liability and
property insurances, as well as handling tort claims and risk management programs.
The Human Resources Department consists of three divisions: Human Resources Administration,
Risk Management and Safety. The staff continually works to operate an efficient and cost effective
department by ensuring staff are knowledgeable and trained to provide consultation services to
managers and employees surrounding the issues of both State and Federal employment
regulations.
The Department regularly searches for ways to improve services while reducing costs. Overall, the
Human Resources Department has increased its Supplies and Services budget by 16.42% to
$497,275. The bulk of the $70,150 increase comes from rising insurance liability costs, an initial
training of the Human Resources staff on the newly implemented HR Module of Great Plains,
purchase of specialty software for tracking performance evaluations and consulting services related
to Arc -Flash assessments throughout the District. However, these increases are partially offset by a
$35,000 decrease in Professional Services. The decrease in Professional Services is a direct result
of a proposal to hire a full -time employee in the Safety division.
New for this year's budget is the Great Plains HR Module Training, a District -wide communications
training (Verbal Judo), Arc -Flash Assessments at 9 sites and two employee events (an Employee
Picnic and an Employee Recognition event). The two employee events were budgeted in FY
2012/2013 within the Public Affairs division of Administration, but prior to the present budget, have
traditionally been budgeted in the Human Resources Department.
The Human Resources Department will continue to proactively work with other District departments,
staff and the Employees' Association to address the ongoing effects of the economic shortfalls and
pension reform that could affect our employee population. The Human Resources Department will
continue to maintain high levels of service at reduced costs and ensure the appropriate training and
succession planning of the District's future leaders.
ATTACHMENTS:
Description:
Type:
Budget Detail- 7010 FY13- 14.pdf FY 2013 -2014 HR Admin Detail Expense Budget
Backup Material
FY 2013 -2014 HR Risk Management Detail Expense
Budget Detail- 7020 FY13- 14.pdf
Backup Material
Budget
Budget Detail- 7030 FY13- 14.pdf FY 2013 -2014 HR Safety Detail Expense Budget
Backup Material
FY 2013 -2014 Analysis of Prior Budget to proposed
Draft HR Budget Comparison.xlsx
Backup Material
Budget
Section Detail Expense Budget
Dept /Section: HR (Admin) (7010) FY 2014
Detail Amt
1- 7010 - 0580 -00
COMMUNICATIONS (E)
$4,500
1- 7010 - 0580 -05
Advertising
4,500
Advertising & Printing
4,500
1- 7010 - 0600 -00
CONTRACTUAL SERVICES (E)
$30,300
1- 7010 - 0600 -00
CONTRACTUAL SERVICES (E)
26,600
EE Relations
700
Flex Advantage
500
COBRA Solutions
900
Shred-it
1,500
Neo Gov- Online Applications
3,000
Great Plains Training- HR Module
10,000
Neo Gov- Performance Evaluations
10,000
1- 7010 - 0600 -10
DOT Physicals
700
DOT Physicals
700
1- 7010 - 0600 -20
Post - Employment Physicals
1,200
Post - Employment Physicals
1,200
1- 7010 - 0600 -30
Health & Welfare
1,800
Hep B
600
Flu Shots
1,200
1- 7010 - 0640 -00
DUES,MEMBERSHIPS,SUBSCRI
PTIONS (E)
$4,450
1- 7010 - 0640 -00
DUES, MEMBERSHIPS,SUBSCRIPTI
ONS (E)
4,450
CALPELRA Annual Dues
400
SHRM Membership
200
Jobs Available Subscription
50
LCW Consortium
3,200
PELRAC
600
1- 7010 - 0715 -00
District Activities & Events
$20,650
1- 7010 - 0715 -10
District Events - Employee Picnic
9,000
Employee Picnic
4,000
Employee Recognition Event
5,000
1- 7010 - 0715 -20
District Events - Employee
Recognition
5,650
Retiree Event (2)
4,000
Retiree Recognition (2)
650
Service Recognition
1,000
1- 7010 - 0715 -30
Distirct Events - Benefit Fair
2,000
Benefit Fair
2,000
1- 7010 - 0715 -40
District Events - Employee
Promotional Items
3,000
Employee Promotional Items
3,000
1- 7010 - 0715 -50
Meeting Supplies
1,000
Meeting/Training Supplies
1,000
1- 7010 - 0750 -00
NON - CAPITAL EQUIPMENT (E)
$5,500
1- 7010 - 0750 -00
NON - CAPITAL EQUIPMENT (E)
5,500
Expansion of HR Offices (Door)
5,500
1- 7010 - 0760 -00
Office Expense
$525
1- 7010 - 0760 -00
Office Expense
200
Office Supplies
200
1- 7010 - 0760 -30
Books & Publications
325
Books & Publications
100
Public Retirement Journal
225
1- 7010 - 0780 -00
PROFESSIONAL SERVICES (E)
$67,500
1- 7010 - 0780 -00
PROFESSIONAL SERVICES (E)
7,500
Norm Traub & Associates - Invest & Background
7,500
1- 7010 - 0780 -05
Legal Services
60,000
Liebert Cassidy Whitmore Employment Law
60,000
1- 7010 - 0810 -00
Professional Development
$11,000
1- 7010 - 0810 -00
Professional Development
11,000
On -going Job Training
2,000
LCW- Sexual Harassment Training (District -wide)
2,500
CPS Human Resources Academy Training
2,000
Verbal Judo Training (District -wide)
4,500
1- 7010 - 0830 -00
TRAVEL & CONFERENCES (E)
$6,000
1- 7010 - 0830 -00
TRAVEL & CONFERENCES (E)
6,000
PELRAC (3 employees)
600
LCW (3 employees)
3,000
NeoGov (1 employee)
1,600
Public Retirement Seminar (4 employees)
800
Section Total
$150,425
Section Detail Expense Budget
Dept /Section: HR (Risk FY 2014
Management) (7020)
Primary GIL C Sub Acct No./Sub Category Detail Item Description
1- 7020- 0600 -00 $25,200 1- 7020 - 0600 -00 25,200 Arc -Flash Assessments (16 sites) 25,000
CONTRACTUAL SERVICES (E) CONTRACTUAL SERVICES (E) AE Medical Director Oversight 200
1- 7020 - 0640 -00
$100
1- 7020 - 0640 -00
100
PARMA Membership
100
DUES,MEMBERSHIPS,SUBSCRI
DUES, MEMBERSHIPS,SUBSCRIPTI
PTIONS (E)
ONS (E)
1- 7020 - 0690 -00
$298,000
1- 7020 - 0690 -10
8,000
Tort Claims - < 15K
8,000
INSURANCE (E)
Tort Claims
1- 7020 - 0690 -20
230,000
ACWA -JPIA Liability Insurance
230,000
Liability Insurance
1- 7020 - 0690 -30
60,000
ACWA -JPIA Property Insurance
60,000
Property Insurance
1- 7020 - 0715 -00
$200
1- 7020 - 0715 -50
200
Meeting Supplies
200
District Activities & Events
Meeting Supplies
1- 7020 - 0780 -00
$1,500
1- 7020 - 0780 -00
1,500
First Aid - Workers Compensation
1,500
PROFESSIONAL SERVICES (E)
PROFESSIONAL SERVICES (E)
1- 7020 - 0810 -00
$1,400
1- 7020 - 0810 -00
1,400
Risk Management Training
1,000
Professional Development
Professional Development
PARMA Workshop
400
1- 7020 - 0830 -00
$1,000
1- 7020 - 0830 -00
1,000
PARMA Conference (1 employee)
1,000
TRAVEL & CONFERENCES (E)
TRAVEL & CONFERENCES (E)
Section Total
$327,400
Section Detail Expense Budget
Dept /Section: HR (Safety) (7030) FY 2014
Primary GIL Category M Sub Acct No./Sub Category M Detail Item Description w
1- 7030 - 0600 -00 $2,000 1- 7030 - 0600 -00 2,000 Industrial Hearing Management 2,000
CONTRACTUAL SERVICES (E) CONTRACTUAL SERVICES (E)
1- 7030 - 0640 -00
$950
1- 7030 - 0640 -00
950
Cal -OSHA Reporter
500
DUES, MEMBERSHIPS,
SUBSCRIPTIONS (E)
DUES, MEMBERSHIPS,
SUBSCRIPTIONS (E)
PASMA
100
Pacific Safety Council - COSS
350
1- 7030 - 0710 -00
$1,000
1- 7030 - 0710 -00
1,000
First Aid Supplies (Field Backpacks)
1,000
MATERIALS (E)
MATERIALS (E)
1- 7030 - 0715 -00
$300
1- 7030 - 0715 -50
300
Meeting /Training Supplies
300
District Activities and Events
MEETING SUPPLIES
1- 7030 - 0760 -00
$200
1- 7030 - 0760 -30
200
Books & Publications
200
Office Expense
Books & Publications
1- 7030 - 0780 -00
$10,000
1- 7030 - 0780 -00
10,000
Safety Program Consultant (Aspen)
10,000
PROFESSIONAL SERVICES (E)
PROFESSIONAL SERVICES (E)
1- 7030 - 0810 -00
$5,000
1- 7030 - 0810 -10
5,000
OSHA Compliance Training
5,000
Professional Development
OSHA Compliance
Section Total
$19,450
Human Resources Budget Document
Proposed For Fiscal Year 2013/14
Supplies & Services
Communications
Contractual Services
Dues & Memberships
Insurance
Materials
District Activities & Events
Non - Capital Equipment
Office Expense
Professional Services
Professional Development
Travel & Conferences
FY 2012/13 FY 2013/14
Amended Budget
$
4,500
$
4,500
$
11,450
$
57,500
$
5,475
$
5,500
$
278,000
$
298,000
$
1,000
$
1,000
$
6,500
$
21,150
$
-
$
5,500
$
700
$
725
$
114,000
$
79,000
$
4,000
$
17,400
$
1,500
$
7,000
Supplies & Services Sub -Total $ 427,125 $ 497,275
AGENDA REPORT
Meeting Date: March 12, 2013
ITEM NO. 5.3
Subject: Status of Compensation Study for the Position of General Manager (Verbal
Report)
ATTACHMENTS:
Description: Type:
Backup Material Distributed Less Than 72 Hours Prior to
GM Salary Survey 03- 11- 2013.pdf Backup Material
the Meeting
General Manager - Salary Survey
(as of February 1, 2013)
Backup Material Distributed Less Than 72 Hours Prior to the Meeting
ANNUAL COMPENSATION
I ANNUAL
TIME OFF
Name of GM/
BASE SALARY
AUTO
COLAY /N?
BONUSES
401K/401A
457
YEARS ON
VACATION
MGMT
OTHER
ANNUAL
RETIREMENT
AGENCY
**
ALLOWANCE
AMT
(YEARLY/
THE JOB
DAYS
LEAVE
TIME OFF
TOTAL PAID
FORMULA
QUARTERLY ?)
DAYS
TIME OFF
SBVMWD
$233,508.00
$700 /mo
Yes, 2% on
No
No
Yes, voluntary
4 Years
20 days
None
None
20 days
3 %at 60
1 st $50K
(appointed
w /max of
10- 10 -06)
$1 K/yr
EMWD
$253,208.00
$650 /mo
Yes, 2.1 %
Yearly
Yes
Yes, voluntary
1 Year
15 days
None
12 days
27 days
2 %at 55
(7- 27 -12)
(appointed 7 -27-
(sick leave)
12)
OCWD
$221,498.00
$700 /mo
No
No
N/A
Yes, voluntary
5 years, 2 mos
25 days*
None
12 days
37 days
Private Plan
457(b)
(appointed 9 -07)
( *assumed,
(sick leave)
based on max
tenure)
OCSD
$225,000.00
$0
No
No
No
Yes, voluntary
7 Years
25 days
None
10 days
35 days
N/A (not a
(appointed 2005)
(sick leave)
member)
IEUA
$225,732.00
$600 /mo
Yes, 3%
At the discretion
N/A
Yes, voluntary
2 Years
22 days
6 days
12 days
40 days
2.5% at 55
(6 -28 -2009)
of Board -
(appointed 6 -10)
(sick leave)
WMWD
$268,403.00
N/A
Yes 2%
N/A
Yes, at District's
Yes, voluntary
8 Years, 5 mos
35 days
10 days
N/A
45 days
2.5% at 55
contribution of
(appointed 7 -04)
2% of salary
SAWPA
$223,764.00
$1,000 /mo
Yes - 2%
N/A
Yes, at Agency's
Yes, voluntary
5 Years, 11 mos
13 days
5 days
12 days
30 days
2 %at 55
(7 -1 -12)
contribution of
(appointed 12-
(sick time)
2% of salary in a
06)
401 A
CVWD
$230,000.00
N/A - District
No
No
Yes, at District's
Yes, voluntary
2 Years
25 days
5 days
13 days
43 days
2.5% at 55; .2%
Vehicle
contribution of
(appointed 1 -11)
(sick leave)
PARS
22% of salary
(appx $50,600 /yr)
401(a)
WVWD
$180,356.00
N/A - District
No
No
No
Yes, voluntary
16 years as GM
25 days
9 days
N/A
34 days
2% at 55 +
Vehicle
social security
City of San
$203,556.00
N/A - Agency
No
No
No
Yes, 50%
7 years, 7
15 days
10
12 days
37 days
2.7% at 55
Bernadino Water
Vehicle
match up to
months
(sick leave)
$50 /pay
(appointed 07-
period
05)
Backup Material Distributed Less Than 72 Hours Prior to the Meeting
EVWD
$195,000.00
$800 /mo
No
No
No
Yes, at
1 Year
30 days
10 days
13.13 days
53.13 days
2.7% at 55
District's
(appointed
(sick leave)
contribution of
1/9/12)
$2,500 /yr
South Coast WD
$192,005.00
N/A - District
Vehicle
w /unlimited
use
Jurupa Comm. Svs.
N/A - District
Yes, annual 5%
District
Vehicle
contr to 401(a)
Mesa Consilidated
$230,000.00
N/A - District
WD
Vehicle
Irvine Ranch WD
$242,180.00
$650 /mo
Santa Margarita WD
$225,000.00
$650 /mo or
auto provided
Moulton Niguel WD
$179,000.00
Laguna Beach WD
$206,021.00
N/A - District
1 add'I week of
Vehicle
VC
Riverside, City (Util
$216,792.00
GM)
MWDOC
$219,701.77
Total Average $219,511.83
Revised: 03 -11 -2013 * = Based on 8 -hour work day ** = Numbers Rounded Off
Backup Material Distributed Less Than 72 Hours Prior to the Meeting
General Manager - Salary Survey
(as of February 1, 2013)
Total Average $195,272.20
Revised: 03 -11 -2013 ' = Based on 8 -hour work day *" = Numbers Rounded Off
Backup Material Distributed Less Than 72 Hours Prior to the Meeting
ANNUAL COMPENSATION
ANNUAL TIME OFF
Name of GM/
BASE SALARY
AUTO
COLAY /N?
BONUSES
401K/401A
457
YEARS ON
VACATION
MGMT
OTHER
ANNUAL
RETIREMENT
AGENCY
**
ALLOWANCE
AMT
(YEARLY/
THE JOB
DAYS
LEAVE
TIME OFF
TOTAL PAID
FORMULA
QUARTERLY ?)
DAYS
TIME OFF
WVWD
$180,356.00
N/A - District
No
No
No
Yes, voluntary
16 years as GM
25 days
9 days
N/A
34 days
2% at 55 +
Vehicle
social security
EVWD
$195,000.00
$800 /mo
No
No
No
Yes, at
1 Year
30 days
10 days
13.13 days
53.13 days
2.7% at 55
Districts
(appointed
(sick leave)
contribution of
1/9/12)
$2,500/yr
South Coast WD
$192,005.00
N/A - District
Vehicle
w /unlimited
use
Mesa Consilidated
$230,000.00
N/A - District
WD
Vehicle
Moulton Niguel
$179,000.00
WD
Total Average $195,272.20
Revised: 03 -11 -2013 ' = Based on 8 -hour work day *" = Numbers Rounded Off
Backup Material Distributed Less Than 72 Hours Prior to the Meeting
ITEM NO. 5.6
AGENDA REPORT
Meeting Date: March 12, 2013
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 spreadsheets are 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. Also attached is the FY 2012 -2013 Budgeted Positions
spreadsheet. Updates /changes are highlighted in red.
From the four candidates for the Human Resources Technician position who interviewed on
February 5, 2013, a final candidate was selected. Background and reference checks were
performed, a conditional offer was extended, the pre - employment physical was conducted, and on
February 25, 2013, Bryan Melton joined the District.
Seventeen applicants were interviewed on February 11 and 12 for two vacant positions for
Maintenance Worker I. Background and reference checks were performed on the two final
candidates. Conditional offer letters have been extended to these candidates based on them
passing pre - employment physicals. One candidate is scheduled to join the District on March 11, and
the other candidate will join on March 18.
Interviews for five applicants were conducted on January 19, 2013 for one Part -time Temporary
Records Management Clerk. A successful applicant could not be determined, and the District is
exploring other avenues to fill this position.
Of the 487 applicants for the Meter Reader I position, a potential pool of 133 applicants were
selected for testing to be conducted on March 7, 2013.
The Recruitment for the Operations Manager closed on March 4, 2013. The position was posted on
NeoGov and advertised in Jobs Available. Four -page color fliers were printed and sent to JPIA
water agencies throughout the state of California. There were three internal applicants and four
external applicants.
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:
Name: Description: Type:
HR DEPARTMENT ACTIVITY fiscal 2012 -
2013 PRM Committee 03122013.doc HR Department Activity Backup Material
Budgeted Positions 3- 12- 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 in the
(Rev. 1)
presented to
process of revision will be
Employees Assoc.
posted to the District's
Board on 8/1/2012.
intranet.
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 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
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
Continuing in process.
Policy /Procedures
reviewing draft
Coordinating efforts with
policy presented.
Aspen Risk Management
Group.
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
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.
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
5 candidates interviewed
Management Clerk
2 -19 -2013. Determination
on how to proceed to be
determined.
01 -08 -2013
Meter Reader 1
487 applications received.
133 candidates selected
to test on 03 -07 -2013.
01 -22 -2013
Operations Manager
The recruitment closed 3-
4 -2013. Three internal
and four external
candidates submitted
applications.
CURRENT RISK MANAGEMENT /TORT CLAIM ACTIVITY
DATE OF
NATURE OF RISK
ACTION TAKEN
CLAIM HANDLED BY
ISSUE/
MANAGEMENT
DISTRICT
CLAIM RECD
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.
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.
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/J PIA
2 -19 -2013
Claim filed by Richard
Recommendation to
ACWA /JPIA
8 -23 -2012
Peterson for damage to
reject & refer claim to
First Aid Only
8 -27 -2012
his automobile on 11 -15-
ACWA/JPIA.
First Aid Only
10 -15 -2012
2012
Closed
Yes
10 -22 -2012
Wrist/arm pain
Closed
Yes
01 -09 -1013
Thumb pain
Closed
Yes
DISTRICT'S CLAIMS ON THE ACWA /JPIA LIABILITY INSURANCE
01 . .
DATE OF
NATURE OF RISK
STATUS
CLAIM SUBMITTED TO
INCIDENT
MANAGEMENT RELATED
AMOUNTOF
ACWA/JPIA
7 -24 -2012
ISSUE /CLAIM
CLAIM
Yes
3 -12 -2012
Village Center Drive -
TBD
Claim referred to
8 -14 -2012
District's dump truck with
Closed
ACWA /JPIA
8 -23 -2012
backhoe on trailer
Closed
First Aid Only
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
11 -14 -2012
The Advantage Group (TAG) presents a
HR
9 -5 -2012
barbecue for all employees to kick off their
HR /SAFETY
9 -11 -2012
open enrollment for the flex benefit plan and
HR /SAFETY
11 -05 -2012
supplemental insurance policies.
HR /SAFETY
12 -07 -2012
Employee Recognition Dinner at the Yorba
HR
12 -26 -2012
Linda Country Club
HR /SAFETY
1 -23 -2013
All Hands Meeting held at the District
Admin /HR
February 6,
Retirement event held at the District for Lee
HR
2013
Cory, Operations Manager
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
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 District.
HR
2012
Flu shots were available.
November 7,
5:30 — 7:30 p.m.
HR
2012
Lincoln Financial presenting Social Security
and Retirement Planning
November 14-
The Advantage Group was at the District for
HR
15, 2012
open enrollment for the Section 125 Cafeteria
Plan (pre -tax medical and child /elder care
deductions) and supplemental insurances
As of January 30, 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
1
16
Meter Reader 1
2
1
Testing was scheduled for 130+ applicants
on 3 -7 -2013.
17
Accounting Assistant 1
1
1
Customer Service Representative 11
1
1
Engineering Secretary
1
1
Maintenance Worker 1
9
Recruitment opened 10 -31 -2012 & closed
11 -14 -2012. Two Maintenance Worker I's
will join 3 -11 -2013 and 3 -18 -2013.
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
One Maintenance Worker I promoted on 12-
16 -2012.
Water Quality Technician 1
0
0
21
Accounting Assistant 11
1
1
Part -time temporary, limited -term employee
(208 hours). Carlos Moya hired on 11 -19-
2012.
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
Eddie Gutierrez promoted on 12 -5 -2012
Meter Services Lead
1
1
Mechanic 111
1
1
Human Resources Technician
1
1
Temporary Part -time clerk assisting HR.
Technician hired on 2 -25 -2013.
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 January 30, 2013
Total 76 71
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
Recruitment closed 1/21/2013. In review
process.
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
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
1
0
IS Administrator assigned to Acting IT
Manager
Operations Manager
1
1
Closed 03/04/2013. In review process.
Seven (7) applications were received.
38
39
40
General Manager
1
0
Acting General Manager
8/9/2012
Total 76 71
Total 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
Recruitment closed 1/21/2013. In review
process.
24
GIS Technician
1 0.5
0.5
Total 1.6