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Home My WebLink About2013-08-13 - Personnel-Risk Management Committee Meeting Agenda PacketYorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PERSONNEL -RISK MANAGEMENT COMMITTEE MEETING Tuesday, August 13, 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 Cozen O'Connor on behalf of Tenet Healthcare Corporation Recommendation. That the Committee recommend the Board of Directors reject the claim submitted by Cozen O'Connor on behalf of Tenet Healthcare Corporation 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. Human Resources, Risk Management, and Safety Activity 5.2. Status of Performance Evaluations (Verbal Report) 5.3. Status of Assessment of Job Descriptions and Titles (Verbal Report) 5.4. Status of General Manager Recruitment (Verbal Report) 5.5. Future Agenda Items and Staff Tasks 6. ADJOURNMENT 6.1. The next Personnel -Risk Management Committee meeting is scheduled to be held Tuesday, September 10, 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. Meeting Date: 11 � From: Presented By Prepared By: Subject: AGENDA REPORT August 13, 2013 Personnel -Risk Management Committee Funding Source: Steve Conklin, Acting General Manager Gina Knight, HR /Risk Manager Reviewed by Legal Amelia Cloonan, Human Resources Analyst ITEM NO. 4.1 N/A No Claim Filed by Cozen O'Connor on behalf of Tenet Healthcare Corporation SUMMARY: A claim was received by the District on July 31, 2013 for damage that occurred to Placentia -Linda Hospital on April 10, 2013. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors reject the claim submitted by Cozen O'Connor on behalf of Tenet Healthcare Corporation and refer it to ACWA /JPIA. DISCUSSION: Claimant states that on April 10, 2013 at approximately 10:00 a.m., a 6" cast iron pipe located under the hospital's mechanical room failed causing damage and flooding to the building located at 1301 N. Rose Drive, Placentia, CA. The District wishes to reject and refer this claim to ACWA Joint Powers Insurance Authority for investigation, appraisal and handling. ATTACHMENTS: Description: Placentia - Claim Form Linda Hospital SKMBT C55213080115340.pdf Type: Backup Material July 29, 2013 COZEN O'CONNOR Mark S. Roth Direct Phone 213 -892 -7906 Direct Fax 866- 537 -7533 mroth @cozen.com Amelia Cloonan Yorba Linda Water District' PO Box 309 JUL 3 -i � Yorba Linda, CA 92285 -0309 Re: Claimant: Tenet Healthcare Corporation Date of Loss: April 10, 2013 Loss Location: 1301 N. Rose Drive, Placentia, CA Dear Ms. Cloonan: Our firm represents Tenet Healthcare Corporation claim arising from a loss that occurred at the Placentia -Linda Hospital, located at 1301 N. Rose Drive, Placentia, CA, on April 10, 2013. Yorba Linda's 6" cast iron water pipe failed causing damage to a significant portion of the hospital. Enclosed please find our client's claim form. I look forward to hearing from you to discuss this matter further. Sincerel,/, C0ZVN OCONNOR V: Mark S. Roth Idmk Enclosure 601 S. Figueroa Street Suite 3700 Los Angeles, CA 90017 213.892.7900 800.563.1027 213.892.7999 Fax cozen.com LEGAL11699238211 Claire Form (A claim shall be presented by the claimant or by a person acting on his behalf,) NAME OF DISTRICT: Y c r b a Linda .� Claimant name,address Galling address if different),phone number,social security number,and date of birth. Nar;Fe: Tenet Healthcare Corporation Phone Number, (2X3) 892-7900 Address(es): r Los Angeles CA 900 7 Social Security Number; N/A Bate of Birth: 2 List name,address,and phone number of any witnesses. Name: Address: Phone Number: ( ) 3 List the date,time,place,and other circumstances of the occurrence or transaction,which gave rise to the claim asserted. Date: 4/10/13 Time:a rox 10 a ?ac`: Placentia—Linda Hospital Tell What Happened(give complete information): rr cast r Ir exploding and water poured dt liftin.g up concrete floor of mechanical room and a causing NOTE:Attach any photographs you may have regarding this claim, 4 Give a general description of the indebtedness,obligation,injury,damage,or loss incurred so far as if maybe known at the time of presentation of the claim. FFlooding to Significant Portion of hospital . r Give the name or names of the public employee or employees causing the injury,damage,or loss,if known. The amount claimed if it totals less than ten thousand dollars($16,000)as of the date of presentation of the claim,including the estimated amount of any prospective injury,damage or loss,insofar as it may be known at the a of the presentation of the claim,together with the basis of computation of the amount claimed.If the amount daimed exceeds ten t sand dollars($10,000),no dollar amount shall be included in the claim_However,it shall indicate whether the claim would be a limited civil se. r hate: 113 Time: ;INFORMAT: ANSWER ALL QUESTIONS.OMITTIN LD MAKE YOUR CLAIM LEGALLY 1NSUFFICIENTI White--JPIA Office Copy 1 Yellow--District Office Copy 1 P' k iaimant Copy Revised septernber2,2005 AGENDA REPORT Meeting Date: August 13, 2013 ITEM NO. 5.1 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. The first interviews for the Safety and Training Coordinator were conducted on August 1, 2013. Eight candidates were interviewed. Three of those candidates will continue in the process with second interviews Candidates will be asked to develop a tailgate presentation on one of a number of safety related issues. The internal recruitment for the Accounting Assistant II position closed on August 5. The successful candidate has been acting in the Accounting Assistant II position since May 13, 2013. The Water Production Superintendent recruitment opened on July 30, 2013 and will close August 20, 2013. As there has been a poor response, flyers were developed and mailed out to potential candidates for the position. A recruitment for a limited -term Senior Accountant opened on August 12, 2013. The incumbent was named as the Acting Finance Manager. 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 07092013.doc HR Department Activity Backup Material Budgeted Positions 08- 5- 2013.xlsx Budgeted Positions Backup Material HR DEPARTMENT ACTIVITY FISCAL 2013 -2014 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 completed. Ready (Rev. 1) presented to for posting to 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 Completed. Ready for revised in April distribution. 2012. Updated August 1, 2013 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 Policy to be reviewed by K. Policy /Procedures reviewed draft Mendum, G. Knight, A. policy. Cloonan by 6/30/2013. Dump Truck Safety Procedure Draft reviewed by Policy to be reviewed by K. HR. Mendum, G. Knight, A. Cloonan Backhoe Safety Draft reviewed by Policy to be reviewed by K. HR Mendum, G. Knight, A. Cloonan Trenching /Excavation Safety Draft reviewed by Policy to be reviewed by K. HR Mendum, G. Knight, A. Cloonan Personal Protective Equipment Draft reviewed by Policy to be reviewed by K. Procedure HR Mendum, G. Knight, A. Cloonan TRAINING - ON SITE /OFF SITE DATE VENDOR CLASS TITLE 01 -14 -2013 LCW presented Managing the Marginal Board, Managers, Employee District supervisory staff 01 -29 -2013 LCW presented Managing Performance Board, Managers, Through Evaluations District 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 Relations Association California) HR 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 2013 Law Conference attended. 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 Training (LCW) all District personnel DATE VENDOR CLASS TITLE 6 -18 -2013 Accident Investigation presented by Peter 19 District staff Kuchinsky, ACWA/JPIA attended 6 -18 -2013 Two sessions of GHS (Globally 62 District staff Harmonized System of Classification and attended Labeling of Chemicals) mandatory training for all employees presented by Peter Kuchinsky, ACACWA/JPIA 7/18/2013 Attendance by HR and Accounting Staff at 5 District staff attended the CSMFO (California Society of Municipal Finance Officers) presentation on Affordable Care 9/18/2013 Public Sector Employment Law Update 3 HR staff will attend presented by Liebert Cassidy Whitmore 9/19/2013 PEPRA (Public Employees Pension 2 HR staff will attend Reform Act) update presented by Public Retirement Journal RECRUITMENTS MONTH POSITION APPLICATIONS PROCESSED 01 -08 -2013 Part -Time Temporary Records Management Clerk Process completed. Selected candidate will commence work on May 6, 2013. 01 -08 -2013 Meter Reader I Interview date pending. 01 -22 -2013 Operations Manager Recruitment conducted. Candidate accepted the position as of April 25, 2013. 03 -14 -2013 Customer Service Representative II Internal recruitment — one position Internal job posting closed and candidate was promoted effective April 7, 2013. 03 -18 -2013 Instrumentation Technician Final candidate commenced employment 06/17/2013. 06 -19 -2013 Safety and Training Coordinator Interviews for 8 candidates were held August 1, 2013. Second interviews will be scheduled with 3 candidates. 07 -22 -2013 General Manager Open to August 19, 2013 07 -22 -2013 Accounting Assistant II (internal only) Internal candidate in acting capacity promoted August 6, 2013. 07 -30 -2013 Accounting Assistant I Open to August 13, 2013 07 -30 -2013 Water Production Superintendent Open to August 20, 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 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. 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. March 2013 Claim filed by Richard Claim rejected and Claim settled by Peterson for $2866.81 for referred to ACWA/JPIA ACWA /JPIA for auto body damage which on March 28, 2013 $2866.01 on May 10, claimant states was 2013. caused by going over a District cradle located across Avocado Ave. April 4, 2013 Claim filed by David The District submitted a District accepted Redfearn for $16.20 to check request for responsibility for the replace an aerator $16.20 to reimburse claim. damaged March 22, 2013 rate payer. when the District replaced a fire hydrant at Bastanchury and Denver. July 19, 2013 Claim filed by Jeanne The claim will be Hackley for cost of auto handled by the District. detailing performed when cement dust blew onto her automobile. July 31, 2013 Claim received for incident The item will be taken at Placentia -Linda to the committee on Hospital (Tenet 8/13/2013 and then to Healthcare Corporation for the Board on 8/22/2013 loss that occurred to reject and refer the 4/10/2013. claim to ACWA/JPIA 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 - $23,416.63 Claims were settled and District's dump truck with Including case closed in 9/2012. backhoe on trailer appraisal expenses 8 -16 -2012 Payment for Property $10,956.35 Payment received 7/22/2013 Damage. Complete from Interinsurance replacement of fire hydrant, Exchange of the Automobile with paving, etc. Club 4 -25 -2013 Repair of 2012 Kenworth $16,125.21 Payment for claim was Dump Truck 1,202.52 received from ACWA/JPIA, and 2005 International <500.00> minus $500 deductible. $16,827.73 Vactor 02/26/2013 District Vehicle 191 $500.00 Reimbursement received damaged when it was struck from ACWA /JPIA for District by another vehicle. 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 05 -16 -2013 Fractured ankle Open Yes 05 -22 -2013 Muscle strain Open First Aid Only 06 -13 -2013 Gashed Finger Open 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 6 -05 -2013 All Hands Meeting held at District Admin 6 -29 -2013 District picnic held at Yorba Regional Park. (82 attendees) HR 8 -28 -2013 Hot tap and horseshoe competitions and lunch OPS DISTRICT SAFETY AND WELLNESS- ACTIVITIES /FUNCTIONS MONTH ACTIVITY /FUNCTION DEPARTMENT 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 6 -3 -2013 Check AED's and log HR /SAFETY 6 -26 -2013 Annual Hearing Testing performed at District. 35 employees tested. HR /SAFETY 7 -1 -2013 Check AED's and log HR /SAFETY 7 -24 -2013 Hearing retest and annual test for those employees not tested on 6 -26 -2013 HR /SAFETY 8 -7 -2013 Check AED's and log HR /SAFETY HR ACTIVITIES /FUNCTIONS MONTH ACTIVITY /FUNCTION DEPARTMENT June 20, 2013 HR Staff met with Wells Fargo Insurance Broker to discuss the Affordable Care Act (ACA) and the District's compliance HR Staff As of August 5, 2013 FY 2013 -2014 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 0 16 Meter Reader 1 2 1 One position on hold. 17 Accounting Assistant 1 1 0 Underfilled with PT temporary employee. Recruitment opened on 7 -30 -13 and closes on 8- 13 -13. Customer Service Representative 11 2 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 Filled with internal candidate (promotion). One pt. time temporary, limited term employee still budgeted 50 hrs /fiscal year 2013 -2014. 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 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 Sr. Accountant 1 1 As of August 5, 2013 Total 70 FY 2013 -2014 Budgeted Positions /Intern Positions Salary Range Position Classification Budget Emp Status /Comments Start Date 26 GIS Administrator 1 1 0.5 Project Engineer 2 2 PT Records Management Clerk Sr. Construction Inspector 1 1 24 GIS Technician 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 Safety and Training Coordinator 0 1st interviews held on 8 -1 -2013 Water Production Superintendent 1 0 Temporarily filled through Acting Assignment by an Operator II. Recruitment opened on 7 -30 -13 and closes on 8- 20 -13. 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 0 Temporarily filled through Acting Assignment by Sr. Accountant Human Resources and Risk Manager 1 1 IT Manager 1 0 IS Administrator assigned to Acting IT Manager Operations Manager 1 1 38 39 40 General Manager 1 1 0 Temporarly filled through Acting Assignment by Engineering Manager. Recruitment opened on 7 -22 -13 and closes on 8- 19 -13. 1 8/9/2012 Total 70 Total 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 HR Clerk 0.5 PT Records Management Clerk 0.5 1 0.5 24 GIS Technician 1 0.5 1 0.5 Total