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Home My WebLink About2013-12-10 - Personnel-Risk Management Committee Meeting Agenda Packet AGENDA YORBA LINDA WATER DISTRICT PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING Tuesday, December 10, 2013, 2:00 PM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. ROLL CALL COMMITTEE Director Ric Collett, Chair Director Michael J. Beverage STAFF Steve Conklin, Acting General Manager 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. Potential Claim Filed by Law Offices of Robert A. Stutman, P.C. on Behalf of Mercury Insurance Group, Iinsurer for Charles Busch Recommendation: That the Committee recommend the Board of Directors reject the potential claim submitted by the Law Offices of Robert A. Stutman, P.C. on behalf of Mercury Insurance Group, the insurer for Charles Busch, 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. Status of Emergency Preparedness Plan (Verbal Report) 5.2. Status of Performance Evaluations (Verbal Report) 5.3. Status of Assessment of Job Descriptions and Titles (Verbal Report) 5.4. Status of Policies and Procedures (Verbal Report) 5.5. Human Resources, Risk Management, and Safety Activity 5.6. Future Agenda Items and Staff Tasks 6. ADJOURNMENT 6.1. The next Personnel-Risk Management Committee meeting is scheduled to be held Tuesday, January 14, 2014 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: December 10, 2013 To:Personnel-Risk Management Committee Funding Source:N/A From:Steve Conklin, Acting General Manager Presented By:Gina Knight, HR/Risk Manager Reviewed by Legal:No Prepared By:Amelia Cloonan, Human Resources Analyst Subject:Potential Claim Filed by Law Offices of Robert A. Stutman, P.C. on Behalf of Mercury Insurance Group, Iinsurer for Charles Busch SUMMARY: Notice was received by the District on November 27, 2013 of a potential claim for damages. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors reject the potential claim submitted by the Law Offices of Robert A. Stutman, P.C. on behalf of Mercury Insurance Group, the insurer for Charles Busch, and refer it to ACWA/JPIA. DISCUSSION: A letter was received at the District on November 27, 2013 from a law firm representing Mercury Insurance Group. Mercury's insured is Charles Busch whose property is located at 3525 Fairmont Blvd., Yorba Linda, CA. The letter from the Law Offices of Robert A. Stutman, P.C. alleges a water loss occurred on July 1, 2013 at Mr. Busch's property causing damages estimated at $15,000. Claimant states that the water loss may involve the corrosion of a copper pipe due to additives placed in the water by the Yorba Linda Water District. The District wishes to reject and refer this potential claim to ACWA Joint Powers Insurance Authority for investigation, appraisal and handling. ATTACHMENTS: Name:Description:Type: Mercury_Insurance_Group_Claim_112013.pdf Backup Material Backup Material ITEM NO. 5.5 AGENDA REPORT Meeting Date: December 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. The successful candidate for the Water Production Superintendent joined the District on November 18, 2013. A recruitment for a full-time, regular Sr. Accountant will open on December 9, 2013 and will close on January 9, 2014. Hank Samaripa will be recognized at a luncheon to be held at the District on December 12, 2013. Hank will retire after eleven years of service to the District on December 26, 2013. All employees are invited to attend. 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_2013- 2014_PRM_Committee_11052013a.doc Hr Department Activity Backup Material Budgeted_Positions_12-4-2013.xlsx Budgeted Positions Backup Material 1 HR DEPARTMENT ACTIVITY FISCAL 2013-2014 POLICIES AND PROCEDURES ACTIVITY STATUS 7010 Human Resources Drug and Alcohol Policy On hold. Employee Performance Evaluation Procedure HR Manager and staff to review Draft policy. Moving forward to finalization. Employee Time-Off Request Policy Draft policy to be presented to Managers for review. Policy revised by HR Manager to include sick leave use during original probationary period. Recruitment Procedure Update to be performed by HR staff. (In process) New Hire Procedure Update to be performed by HR staff. (In process) Separation/Termination Procedure Update to be performed by HR staff. (In process) Student Intern Policy Rejected by former GM. HR Manager and staff will revised and present to Managers and Pers/Rsk Management Committee. Revised 11/21/2013 2 POLICIES AND PROCEDURES ACTIVITY STATUS 7020 Risk Management Employee’s Responsibility for Maintenance of District Vehicles Management reviewed Draft policy. Needs further development. Driver Record Review Policy None Policy has not been developed. Facilities Use Policy Rejected by former GM. Determined that there is a need for further material to be included in the policy to cover more situations. Risk Management Admin Policy HR Mgr reviewed Draft policy and commented. On Hold. 7030 Safety Development and Maintenance of Safety Procedures Management reviewed Draft policy On hold Confined Space Entry Policy/Procedures HR and Managers reviewed draft policy. Policy to be reviewed by K. Mendum, G. Knight, L. Isais Dump Truck Safety Procedure Draft reviewed by HR. Policy to be reviewed by K. Mendum, G. Knight, L. Isais Backhoe Safety Draft reviewed by HR Policy to be reviewed by K. Mendum, G. Knight, L. Isais Trenching/Excavation Safety Draft reviewed by HR Policy to be reviewed by K. Mendum, G. Knight, L. Isais Personal Protective Equipment Procedure Draft reviewed by HR Policy to be reviewed by K. Mendum, G. Knight, L. Isais 3 TRAINING – ON SITE/OFF SITE DATE VENDOR CLASS TITLE 7/18/2013 Attendance by HR and Accounting Staff at the CSMFO (California Society of Municipal Finance Officers) presentation on Affordable Care 5 District staff attended 8/15/2013 Pacific Safety Council: Confined Space Entry Instrumentation Technician attended 8/24/2013 OSHA Arc Flash Training Instrumentation Technician attended 9/18/2013 Public Sector Employment Law Update presented by Liebert Cassidy Whitmore 3 HR staff will attend 9/19/2013 PEPRA (Public Employees Pension Reform Act) update presented by Public Retirement Journal 2 HR staff will attend 10/2/2013 Global Harmonization System of Hazard Communication (GHS) webinar October 2, 2013. (OSHA mandated training to be completed by all District employees by 12/1/2013.) 11 District employees attended. 63 employees previously completed the training. 10/9/13- 11/6/13 (5 days) Pacific Safety Council: Certified Occupational Safety Specialist (COSS) 2 District employees attended attend 11/26/2013 Safety & Training Coordinator (OSHA GHS Trainer) to present GHS training for remaining employee and new employees who need to be trained by 12/1/2013. 3 District employees were trained 4 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 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 June 17, 2013. 06-19-2013 Safety and Training Coordinator Successful candidate joined October 28, 2013. 07-22-2013 General Manager Pending. 07-22-2013 Accounting Assistant II (internal only) Internal candidate in acting capacity promoted August 6, 2013. 07-30-2013 Accounting Assistant I Successful candidate joined October 7, 2013. 07-30-2013 Water Production Superintendent Successful candidate started Nov. 18, 2013. 08/12/2013 Sr. Accountant, limited term Successful candidate joined September 30, 2013 09/04/2013 Acting GIS Administrator (to replace employee who resigned) Pt. Time GIS Technician placed in acting capacity 09/23/2013 Maintenance Worker I Filled September 30, 2013 by a candidate within 6 months of previous recruitment. 11/25/2013 Records Management Specialist (internal only) Recruitment will be open to December 10, 2013. 12/9/2013 Sr. Accountant Recruitment will be open through January 9, 2014. 5 CURRENT RISK MANAGEMENT/TORT CLAIM ACTIVITY DATE OF ISSUE/ CLAIM REC’D NATURE OF RISK MANAGEMENT RELATED ISSUE/CLAIM ACTION TAKEN CLAIM HANDLED BY DISTRICT &SUBMITTED TO ACWA/JPIA July 19, 2013 Claim filed by Jeanne Hackley for $120 for cost of auto detailing performed when cement dust blew onto her automobile. The claim will be handled by the District. Claim settled for $60. July 31, 2013 Claim received for incident at Placentia-Linda Hospital (Tenet Healthcare Corporation for loss that occurred 4/10/2013. The item taken to the PRM committee on 8/13/2013. Board rejected and referred the claim to ACWA/ JPIA on 9/12/2013. Oct 7, 2013 Claim received from James Wall for dead plant and polluted soil. Claim handled by the District. Check issued 10/24/2013 for $17.44. Nov. 27, 2013 Potential claim received for damages caused by copper pipe leaking at residence on Fairmont Blvd. Potential claim to be referred to ACWA/JPIA after agenda reports to PRM Committee and Board of Directors DISTRICT’S CLAIMS ON THE ACWA/JPIA LIABILITY INSURANCE PROGRAM DATE OF INCIDENT NATURE OF RISK MANAGEMENT RELATED ISSUE/CLAIM AMOUNTOF CLAIM CLAIM SUBMITTED TO ACWA/JPIA 8-16-2012 Payment for Property Damage. Complete replacement of fire hydrant, with paving, etc. $10,956.35 Payment received 7/22/2013 from Interinsurance Exchange of the Automobile Club 07/16/2013 Damage to camera truck by overhanging tree branch. Appraisal performed. $4,331.48 Invoiced for repair ACWA/JPIA reimbursed District. 6 CURRENT WORKERS COMPENSATION ACTIVITY DATE OF INJURY NATURE OF W.C. CLAIM STATUS REPORTABLE INCIDENT 05-16-2013 Fractured ankle Open Yes 11-13-2013 Dog bite Closed Yes 11-20-2013 Arc Flash incident Closed No 11-26-2013 Puncture to left ring finger Closed No DISTRICT EMPLOYEE ACTIVITIES/FUNCTIONS MONTH ACTIVITY/FUNCTION DEPARTMENT 8-28-2013 Hot tap and horseshoe competitions and lunch OPS 11-26-2013 International Potluck HR 12-12-2013 Retirement Luncheon for Hank Samaripa HR 12-18-2013 Employee Luncheon HR DISTRICT SAFETY AND WELLNESS- ACTIVITIES/FUNCTIONS MONTH ACTIVITY/FUNCTION DEPARTMENT 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 9/9/2013 Check AED’s and log HR/SAFETY 10/8/2013 Check AED’s and log HR/SAFETY 11/4/2013 Check AED’s and log HR/SAFETY HR ACTIVITIES/FUNCTIONS MONTH ACTIVITY/FUNCTION DEPARTMENT 10-15-2013 Health Benefits Fair and Luncheon HR 10-30-2013 Flu Shots at District HR 10-29-2013 Flexible Benefits Open Enrollment TAG HR As of December 4, 2013 Salary Start Range Position Classification Budget Emp Status/Comments Date 1-11(Temporary Help) 00 12 13 14 15Customer Service Representative I00 16Meter Reader I21One position on hold. Accounting Assistant I11 Customer Service Representative II22 Engineering Secretary10 Maintenance Worker I99 18Meter Reader II22 Customer Service Representative III 22 Operations Assistant11 Engineering Technician I 00 Maintenance Distribution Operator II88 Water Quality Technician l00 Accounting Assistant II11One pt. time temporary, limited term employee still budgeted 50 hrs/fiscal year 2013-2014. FY 2013-2014 Budgeted Positions 17 20 21 19 2013-2014. Facilities Maintenance11 Mechanic II11 Information Systems Technician I11 Water Quality Technician lI11 Maintenance Distribution Operator III 44 Meter Services Lead11 Mechanic III11 Human Resources Technician11 Plant Operator II33 Construction Inspector 11 Engineering Tech II22 Human Resources Analyst11 Instrumentation Technician11 GIS Administrator 11Filled on an acting basis 9-4-2013 by GIS Tech. Sr. Construction Inspector11 Sr. Fleet Mechanic11 Sr. Maintenance Distribution Operator44 Sr. Plant Operator 11 25 24 26 22 23 As of December 4, 2013 Salary Start Range Position Classification Budget Emp Status/Comments Date FY 2013-2014 Budgeted Positions 27Customer Service Supervisor 11 Project Coordinator11 28Management Analyst11 Construction Project Supervisor11 Programmer Analyst11 Public Information Officer 11 Water Maintenance Superintendent 11 SCADA Administrator 11 Information Systems Administrator 11 Temporarily on Acting Assignment Safety and Training Coordinator 11 Sr. Accountant 1 1 Filled by limited term employee until 12/12/2013. Recruitment for full-time regular employee opens 12/9/2013. 31Water Quality Engineer 11 Water Production Superintendent 1 1 Filled 11/18/2013 32Executive Secretary 11 34 Sr. Project Manager 1 1 30 34 Sr. Project Manager 1 1 Engineering Manager 11 Temporarily on Acting Assignment Finance Manager 1 1 Filled by Promotion on 11/27/2013 Human Resources and Risk Manager 11 IT Manager 10 IS Administrator assigned to Acting IT Manager Operations Manager 11 38 39 40 General Manager 10 Temporarly filled through Acting Assignment by Engineering Manager. Total 7773 Salary Start Range Position Classification Budget Emp Status/Comments Date 1-11Public/Governmental Affairs Intern0.50.5 HR Clerk0.50.5 PT Records Management Clerk 0.5 0.5 GIS Technician0.50Acting GIS Administrator as of 9-4-2013 Total 21.5 24 FY 2012-2013 Budgeted Part-Time/Intern Positions 37