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HomeMy WebLinkAbout2013-04-09 - Personnel-Risk Management Committee Meeting Agenda PacketYorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PERSONNEL -RISK MANAGEMENT COMMITTEE MEETING Tuesday, April 9, 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. Draft Human Resources Department Budget for FY 2013/14 (Verbal Report) 4.2. Draft Salaries and Benefits Budget for FY 2013/14 (Verbal Report) 4.3. Status of Performance Evaluations (Verbal Report) 4.4. Status of Assessment of Job Descriptions and Titles (Verbal Report) 4.5. Status of Operations Manager Recruitment (Verbal Report) 4.6. Human Resources, Risk Management, and Safety Activity 4.7. Future Agenda Items and Staff Tasks 5. ADJOURNMENT 5.1. The next Personnel -Risk Management Committee meeting is scheduled to be held Tuesday, May 14, 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. ITEM NO. 4.6 AGENDA REPORT Meeting Date: April 9, 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 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. One Maintenance Worker I candidate joined the District on March 11, and the other candidate joined on March 18. The District continues exploring other avenues to fill the Pt. Time Temporary Records Management Clerk position. Of the 133 applicants for the Meter Reader I position who were selected to undergo testing, 70 candidates actually participated in testing on March 7, 2013. Interviews for the position will be held at a later date. The District plans to conduct interviews for the Operations Manager position on April 17, 2013. Three internal applicants and four external applicants will be interviewed. The interviews will be conducted by panelists from outside of the District. An internal recruitment for one Customer Service Representative II opened on March 14 and closed on March 28, 2013. 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. 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 03272013.doc HR Department Activity 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. 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 & LCW Annual Public Sector Employment Three HR staff attended. 22/2013 Law Conference 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 2- Management Clerk 19 -2013. Determination on how to proceed to be determined. 01 -08 -2013 Meter Reader 1 487 applications received. 70 candidates tested on 03 -07- 2013. Interviews to be conducted 4 -10 -2013. 01 -22 -2013 Operations Manager Three internal and four external candidates will participate in interviews on 4- 17 -2013. 03 -14 -2013 Customer Service Representative II This internal job posting will Internal recruitment — one position close on 3 -28 -2013. 03 -18 -2013 Instrumentation Technician Job posting will close on 4- 01 -2013. 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 3 -18 -2013 Claim filed by James Recommendation to Yes 01 -09 -1013 Andrews for charges he settle. Yes claims were billed to him for water running in street 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