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HomeMy WebLinkAbout2013-09-10 - Personnel-Risk Management Committee Meeting Minutes 1 MINUTES OF THE YORBA LINDA WATER DISTRICT PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING Tuesday, September 10, 2013 4:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The September 10, 2013 meeting of the Yorba Linda Water District’s Personnel- Risk Management Committee was called to order by Director Collett at 4:00 p.m. The meeting was held in the Admin Conference Room at the District’s Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 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 None. 4. DISCUSSION ITEMS 4.1. ACWA/JPIA Auto and General Liability Insurance Deposit Premium for the October 1, 2013-2014 Policy Year The Committee reviewed the liability premium for the upcoming year. Staff reported that the following claims impacted this year’s renewal premium: Ohio/Villa Terrace 12” main pipeline break, backhoe incident on La Palma, and the dump truck with trailer and backhoe incident. This year’s premium is $228,600. The Committee will recommend to the Board of Directors approval of the premium at the Board of Directors meeting scheduled September 26, 2013. 4.2. Human Resources, Risk Management, and Safety Activity The Committee reviewed and discussed the updated activities log. Staff reported on the status of the following recruitments: Accounting Assistant I, Maintenance Worker I, Safety and Training Coordinator, Water Production Superintendent and the General Manager position. First interviews were scheduled for the Accounting Assistant I (September 5, 2013) and for the General Manager (September 14, 2013). Two new hires were tentatively scheduled to start on September 23, 2013 for the Safety and Training Coordinator and the Maintenance Worker I. However, on Monday, September 9, 2013, the Human Resources/Risk Manager rescinded the conditional job offer made to a candidate for the Safety and Training Coordinator position. Staff informed the Committee that they 2 would be looking at candidate number two and/or three to determine if one of these would be offered employment. Lastly, applications for the Water Production Superintendent were under review. Staff proposed to the Committee for consideration the following: The elimination of the Engineering Secretary position. Staff determined through an assessment that a full-time secretary was not necessary and that a half-time person would be sufficient. A solution would be to reclassify the part-time Records Management Clerk to a full-time Supervisory and Confidential position with responsibility for records management and general clerical duties. This position would also serve as backup for and report to the Executive Secretary. 4.3. Status of Performance Evaluations (Verbal Report) Mr. Conklin reported to the Committee that most all of the past-due performance evaluations had been completed with the exception of one. The Committee recognized Mr. Conklin for his efforts to keep management on task with completing timely performance evaluations. 4.4. Status of Assessment of Job Descriptions and Titles (Verbal Report) Staff presented additional information on the reclassification of the Records Management Clerk. Staff proposed for the Committee’s consideration that this position be reclassified to a Records Management Specialist. This new position would be budgeted for a full-time position. The Committee discussed possibilities for the newly vacant half-time position created by this reclassification if approved by the Board of Directors. The option that was entertained by the Committee was making the newly vacated half-time position into a half-time courtesy clerk position to assist the Customer Service section with answering phone calls and any other related duties. Staff discussed creating a limited-term Customer Service Rep II to assist the Customer Service division during the absence of an employee who will be out on FMLA for three months commencing October 2, 2013. 4.5. Status of General Manager Recruitment (Verbal Report) Staff reported that interviews were scheduled for September 14, 2013 and confirmation was received by all 8 candidates. 4.6. Future Agenda Items and Staff Tasks None. 5. ADJOURNMENT 5.1. The meeting was adjourned at 5:25 p.m. The next Personnel-Risk Management Committee meeting is scheduled to be held Tuesday, October 8, 2013 at 4:00 p.m.