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HomeMy WebLinkAbout2014-04-01 - Personnel-Risk Management Committee Meeting MinutesMINUTES OF THE YORBA LINDA WATER DISTRICT PERSONNEL -RISK MANAGEMENT COMMITTEE MEETING Tuesday, April 1, 2014 4:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. 3. 4. The April 1, 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. ROLL CALL COMMITTEE MEMBERS PRESENT Director Phil Hawkins, Chair Director Gary T. Melton PUBLIC COMMENTS None. ACTION CALENDAR STAFF PRESENT Steve Conklin, Acting General Manager Gina Knight, HR and Risk Manager 4.1. Reclassification of the Public Affairs Intern Position to a Part Time Public Affairs Specialist The Committee discussed the proposal to reclassify this position from an intern position to a part -time position. Staff informed the Committee on the various tasks this position would perform. Those tasks include the following: assist with the District's public affairs, community outreach and water education programs; maintain /update the District's media sites and website; assist with the planning of events and meetings; develop text and graphic design treatments for a variety of communication materials such as the Pipeline employee newsletter, Waterlines quarterly newsletter, and District brochures; and provide the District's Public Information Officer with support. The cost increase related to the proposed change is approximately $4800 ($3500 for salary and $1300 for mandatory benefits (workers compensation)). 4.2. Proposed Budgeted Positions for Fiscal Year 2014/2015 Staff presented a revised Proposal for Budgeted positions for Fiscal Year 2014/2015. The proposal included funding for 77 full -time positions and 1 part -time position. The part -time Public Affairs Specialist position (Range 10) will replace the Public Affairs intern position (Range 4). 1 4.3. ACWA /JPIA Commitment to Excellence Staff reported to the Committee that in October 2013, the ACWA /JPIA initiated its "Commitment to Excellence" outreach. ACWA /JPIA requested that the Board President, members of the Board of Directors and General Manager of the District sign the "Commitment to Excellence" certificate. By signing the certificate, these District representatives will ensure that the YLWD commits to a program of excellence that through the implementation of "best practices," reduces the potential and frequency of vehicle losses, construction - related losses, employment practices claims and ergonomic and fall injuries. 5. DISCUSSION ITEMS 5.1. ACWA /JPIA Retrospective Premium Adjustment (RPA) Stabilization Fund Report Staff reported to the Committee that the District had received a check from ACWA /JPIA in the amount of $13,603.32. The amount of the check represents a refund balance that exceeds the attachment point for the District's participation in insurance programs offered by ACWA /JPIA. Participating Districts are billed if the resulting balance is negative by more than 40% of the attachment point. If the resulting balance is positive by more than 50 %, a refund is issued to the District for the difference. 5.2. Status of Assessment of Job Descriptions and Titles (Verbal Report) Staff reported that a Human Resources Management Consulting agreement was being prepared between Koff and Associates and the District. Koff and Associates will conduct a job evaluation and classification study for the District's miscellaneous job classifications. 5.3. Status of Policies and Procedures (Verbal Report) Staff reported that the Employees Association had requested more changes to the Employee Time Off Request Policy. The Committee discussed having all departments use a spreadsheet to track the policies and procedures that are being updated /revised by the appropriate department. 5.4. Status and Format of Performance Evaluations (Verbal Report) Staff presented the Committee with the latest version of the Performance Review Report. The Committee members commented on the progress that has been made over the last year and a half. Managers are conducting timely reviews. 5.5. Human Resources, Risk Management, and Safety Activity Staff reported on the status of the following recruitments: Associate Engineer and GIS Analyst. Interviews for five candidates for the Associate Engineer position were scheduled for April 8, 2014. The GIS Analyst recruitment is an internal recruitment that closes on April 8, 2014. The District's Safety and Training Coordinator arranged for two sessions each 2 of ergonomic training for both field and office employees. In addition, HR staff arranged for a two -part budgeting workshop for District employees. The first one was conducted on March 19, 2014. The second workshop is scheduled for April 30, 2014. The second workshop will cover debt handling and planning for retirement. 5.6. Future Agenda Items and Staff Tasks None. 6. ADJOURNMENT 6.1. The meeting was adjourned at 5:20 p.m. The next Personnel -Risk Management Committee meeting is scheduled to be held Tuesday, May 6, 2014 at 4:00 p.m.