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HomeMy WebLinkAbout2014-02-11 - Personnel-Risk Management Committee Meeting MinutesMINUTES OF THE YORBA LINDA WATER DISTRICT PERSONNEL -RISK MANAGEMENT COMMITTEE MEETING Tuesday, February 11, 2014 4:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The February 11, 2014 meeting of the Yorba Linda Water District's Personnel - Risk Management Committee was called to order by Director Hawkins 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 3. 4. COMMITTEE MEMBERS PRESENT STAFF PRESENT Director Phil Hawkins, Chair Steve Conklin, Acting General Manager Director Gary T. Melton Gina Knight, HR and Risk Manager John DeCriscio, Operations Manager Lorena Isais, Safety /Training Coordinator PUBLIC COMMENTS None. DISCUSSION ITEMS 4.1. Status of Safety Program (Verbal Report) Mrs. Isais, the District's Safety and Training Coordinator updated the Committee members on what she has accomplished in the first three months with the District. Mrs. Isais identified which written Safety programs need to be revised and /or developed for 2014. She presented the Training Calendar that she prepared that identified the specific training and month the training will be rolled out for all District employees for 2014. In addition, several safety policies will be completed in 2014. The Committee members were pleased to see the different programs, policies and procedures and training scheduled for 2014. 4.2. Status of Policies and Procedures (Verbal Report) Mrs. Knight presented a list of the various policies and procedures that need to revised and /or developed for Human Resources, Risk Management and Safety. The Committee members were pleased to see that specific policies and procedures were identified and assigned to the Human Resources department. Mr. Conklin shared with the Committee that this is a standing item for discussion in the Managers meetings. All department heads are aware and acknowledge which policies and procedures pertain to their departments. The Committee Chair commented on the significant progress made by the Management staff to identify and list which District policies and procedures needed revision. 4.3. Status of Assessment of Job Descriptions and Titles (Verbal Report) Mr. DeCriscio presented a draft model of a reorganization of Operations staff. The Committee members were pleased with the presentation and directed staff to prepare a proposal for the 2014/2015 Budget. Mrs. Knight shared with the Committee the need to revise the District's job descriptions. The Committee discussed the importance of revising the job descriptions. Mrs. Knight asked if funds were available from this year's HR Budget (2013/2014) could those funds be used to hire a consultant to revise the District's job descriptions. The Committee members instructed staff to prepare an agenda report with the findings for the next Personnel- Risk Management Committee. 4.4. Status of Performance Evaluations (Verbal Report) Mrs. Knight reported on the increase in timely completed employee Performance Evaluations compared to the prior month. The Committee was extremely pleased to see the continued progress from management staff. 4.5. ACWA/JPIA Property Insurance Premium for April 2014 -2015 (Verbal Report) Mrs. Knight informed the Committee that the property insurance premium was received via email earlier in the afternoon. The District was not in receipt of the invoice. However, staff informed the Committee that this item would be added to the agenda of the February 20, 2014 Board of Directors meeting. 4.6. Human Resources, Risk Management, and Safety Activity Mrs. Knight reported that Marcus Millen joined the District on February 2, 2014 as the new Records Management Specialist. A conditional job offer was extended to the top candidate for the Sr. Accountant position. The Customer Service Rep II position was filled with Charmaine Holland. The recruitment for the Associate Engineer closed January 23, 2014 and the Maintenance Distribution Operator II closed on February 2, 2014. Mrs. Knight reported that the District's Safety Committee elected to go with the following safety slogan: Safety is Not an Accident! This was one out of eleven entries submitted by our employees. 2 4.7. Future Agenda Items and Staff Tasks The Committee requested that future legal counsel invoices from the District's Employment law firm be presented to the Executive - Administrative- Organizational Committee for review. 5. ADJOURNMENT 5.1. The meeting was adjourned at 5:30 p.m. The next Personnel -Risk Management Committee meeting is scheduled to be held Tuesday, March 41 2014 at 4: 00 p.m. 3