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Home My WebLink About2013-09-10 - Personnel-Risk Management Committee Meeting Agenda PacketYorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PERSONNEL -RISK MANAGEMENT COMMITTEE MEETING Tuesday, September 10, 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. ACWA /JPIA Auto and General Liability Insurance Deposit Premium for the October 1, 2013 -2014 Policy Year 4.2. Human Resources, Risk Management, and Safety Activity 4.3. Status of Performance Evaluations (Verbal Report) 4.4. Status of Assessment of Job Descriptions and Titles (Verbal Report) 4.5. Status of General Manager Recruitment (Verbal Report) 4.6. Future Agenda Items and Staff Tasks 5. ADJOURNMENT 5.1. The next Personnel -Risk Management Committee meeting is scheduled to be held Tuesday, October 8, 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. 4.1 AGENDA REPORT Meeting Date: September 10, 2013 Subject: ACWA /JPIA Auto and General Liability Insurance Deposit Premium for the October 1, 2013 -2014 Policy Year ATTACHMENTS: Description: ACWAJPIA Liability Ins.pdf Backup Material Type: Backup Material AUTO and GENERAL LIABILITY PROGRAM FOR POLICY YEAR 10/1/2013 - 10/112014 Member # Y002 Yorba Linda Water District P.Q. Box 309 Yorba Linda, CA 92885 -0309 Invoice Date: 08/19/2013 DESCRIPTION- Deposit Premium for the 1011!2013 -2014 Policy Year $228,600.00 (Due on October 1, 2013) WILL BE DELINQUENT AND SUBJECT TO PENALTY AND INTEREST CHARGES, IF NOT PAID OR POST MARKED BY OCTOBER 31, 2013 PLEASE MAKE CHECK PAYABLE TO: ACWAIJOINT POWERS INSURANCE AUTHORITY ACWAIJOINT POWERS INSURANCE AUTHORITY LIABILITY PROGRAM E- MOD /PREMIUM CALCULATION WORK SHEET AT $11912013 Yorba Linda Water District 101112013 -2014 ANNUAL ESTIMATED PAYROLL: $5,896,202 LOSSES FOR PERIOD 10/1/2009 THRU 913012012 RETRO ALLOCATION POINT: $25,000 AMOUNT USED IN CLAIMS OVER E -MOD CALC YEAR CLAIM 4 TOTAL LOSS RAP RAP (or $15,000) (Capped at $75,000) 101112009 -2010 10 -1543 $83,558.56 $25,000 $83,558.56 $75,000.00 10/112009 -2010 11- 0006 $1,001.55 $25,000 $0.00 $0.00 101112009 -2010 11 -0613 $8,651.53 $25,000 $0.00 $0.00 101112010 -2011 12 -0468 $217.94 $25,000 $0.00 $0.00 101112010 -2011 12 -0469 $100.00 $25,000 $0.00 $0.00 101112011 -2012 12 -0622 $500.00 $25,000 $0.00 $0.00 10/112011 -2012 12 -0470 $73.71 $25,000 $0,00 $0.00 10/l/2011-2012 12 -0486 $334.82 $25,000 $0.00 $0.00 10/1/2011 -2012 12 -0485 $39,295.00 $25,000 $39,295.00 $39,295.00 1011/2011 -2012 12 -0471 $585.00 $25,000 $0.00 $0.00 101112011 -2012 12 -0499 $1,147.51 $25,000 $0.00 $0.00 101112011 -2012 12 -0576 $5,600.00 $25,000 $0.00 $0,00 101112011 -2012 12 -0578 $23,416.63 $25,000 $23,416.63 $23,416.63 101112011 -2012 12 -0777 $528.91 $25,000 $0.00 $0.00 THREE YEAR LOSS TOTAL $165,011.16 $146,270.19 $137,711.63 EXPERIENCE MODIFICATION FORMULA STEP 1 $2,250 + ( Payroll x PIR Modifier x ( 7 1 Log of Payroll ) } = Basic Premium $2,250 + ( $5,896,202 x 0.074893 x ( 7 1 15.589819 ) ) _ $200,526 STEP 2 ( Three Year Loss Total 1 3 ) 1 Basic Premium = District Rate ( $137,712 1 3 ) 1 $200,526 = 0.2289 STEP 3 District Rate 1 Average Rate = Unweighted Modification Factor 0.228917 1 0.139458 = 1.641476 STEP 4 Square root of ( Basic Premium I $2,000,000 ) = Credibility Factor Square root of ( $200,526 1 $2,000,000 ) = 0.3166 STEP 5 ( Credibility Factor x Unweighted Modification Factor ) + ( 7.0 - Credibility Factor ) _ E -MOD ( 0.3166 x 1.6415 } + ( 1.0 - 0.3166 ) = 1.2000 DEPOSIT PREMIUM FORMULA STEP 1 Basic Premium x E -MOD = Gross Premium $200,526 x 1.2000 = $240,631 STEP 2 (3 Programs = 5.00 %) Gross Premium x Multiple Program Discount Factor = Deposit Premium + Adjustment = Adjusted Deposit Premium $240,631 x 0.95 = $228,600 + $0 = $228,600 THE MINIMUM RAP FOR THE PREMIUM SHOWN ABOVE IS $25,000 YOUR CURRENT RAP IS $25,000 IF YOU WISH TO SELECT A HIGHER RAP, PLEASE CONTACT MEMBER SERVICES "AMOUNT DERIVED BY DETERMINING THE LOWER OF THE CHOSEN RAP VS $15,000. IF'TOTAL LOSS' COLUMN EXCEEDS THIS FIGURE THEN THE TOTAL LOSS IS ENTERED HERE. ITEM NO. 4.2 AGENDA REPORT Meeting Date: September 10, 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 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. Second interviews for the 3 final candidates for the Safety and Training Coordinator were conducted on August 19, 20 and 21, 2013. Each candidate presented a short training program they had developed and then participated in a panel interview conducted by the HR Department staff. A final candidate was selected and will join the District on September 23, 2013. The Water Production Superintendent recruitment closed August 20, 2013. A date has yet to be determined for interviews for the eight final candidates. A recruitment for a limited -term Senior Accountant opened on August 12, 2013. The first interviews will be conducted for 6 candidates on September 9, 2013. A Maintenance Worker I position vacated by an employee who resigned was filled by a candidate from a recruitment conducted within 6 months of a previous recruitment. Candidate will join September 23, 2013. Interviews for 8 candidates for the General Manager vacancy will be held on September 14, 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: HR DEPARTMENT ACTIVITY fiscal 2012- 2013 PRM Committee 09042013.doc Budgeted Positions 09- 5- 2013.xlsx Description: HR Dept Activity Budgeted Positions Type: Backup Material 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 September 4, 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, B. Lipka Dump Truck Safety Procedure Draft reviewed by Policy to be reviewed by K. HR. Mendum, G. Knight, A. Cloonan, B. Lipka Backhoe Safety Draft reviewed by Policy to be reviewed by K. HR Mendum, G. Knight, A. Cloonan, B. Lipka Trenching /Excavation Safety Draft reviewed by Policy to be reviewed by K. HR Mendum, G. Knight, A. Cloonan, B. Lipka Personal Protective Equipment Draft reviewed by Policy to be reviewed by K. Procedure HR Mendum, G. Knight, A. Cloonan, B. Lipka TRAINING - ON SITE /OFF SITE DATE VENDOR CLASS TITLE 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 8/15/2013 Pacific Safety Council: Confined Space Instrumentation Entry Technician attended 8/24/2013 OSHA Arc Flash Training Instrumentation Technician attended 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 Process completed. Selected Management Clerk 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 job posting closed Internal recruitment — one position 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 Second interviews held for 3 candidates. Final candidate selected to join 9/23/2013. 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 Closed August 13, 2013. Interviews 9/5/2013. 07 -30 -2013 Water Production Superintendent Closed August 20, 2013. Interview date to be determined. 08/12/2013 Sr. Accountant, limited term Open till filled. First interviews 9/9/2013. 09/04/2013 Acting GIS Administrator (to replace Pt. Time GIS Technician in employee who resigned) acting capacity 09/23/2013 Maintenance Worker I Filled by a candidate within 6 months of a previous recruitment. 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 Claim settled for $60. Hackley for $120 for cost handled by the District. of auto detailing performed when cement dust blew onto her automobile. July 31, 2013 Claim received for incident The item taken to the at Placentia -Linda committee on Hospital (Tenet 8/13/2013 and to the Healthcare Corporation for Board on 9/12/2013 to loss that occurred reject and refer the 4/10/2013. claim to ACWA/JPIA 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 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 10 -15 -2013 Health Benefits Fair and Luncheon HR 10 -15 -2013 Flu Shots at District HR As of September 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 0 16 Meter Reader 1 2 1 One position on hold. 17 Accounting Assistant 1 1 0 Underfilled with PT temporary employee. Interviews scheduled for 9 -5 -13. Customer Service Representative 11 2 2 Engineering Secretary 1 Maintenance Worker 1 9 8 New Hire starts 9 -23 -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 Water Quality Technician 1 0 0 21 Accounting Assistant 11 1 1 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 September 5, 2013 Total 68 FY 2013 -2014 Budgeted Positions /Intern Positions Salary Range Position Classification Budget Emp Status /Comments Start Date 26 GIS Administrator 1 1 Filled on an acting basis 9 -4 -13 by GIS Tech. 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 1 0 New Hire starts 9 -23 -2013. Water Production Superintendent 1 0 Temporarily filled through Acting Assignment by an Operator II. Recruitment closed on 8- 20 -13. Applications in review. 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. Interviews scheduled for 9 -14 -2013. 1 8/9/2012 Total 68 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 0.5 PT Records Management Clerk 0.5 1 0.5 24 GIS Technician 1 0.5 1 0.5 jActing GIS Administrator as of 9/4/2013 Total