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HomeMy WebLinkAbout2014-07-08 - Personnel-Risk Management Committee Meeting MinutesMINUTES OF THE YORBA LINDA WATER DISTRICT PERSONNEL -RISK MANAGEMENT COMMITTEE MEETING Tuesday, July 8, 2014 4:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. 3. 4. The July 8, 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 STAFF PRESENT Steve Conklin, Acting General Manager Gina Knight, HR and Risk Manager Amelia Cloonan, HR Analyst Bryan Melton, HR Technician Jeremy Smith, Acting Safety & Training Tech Mrs. Knight introduced Jeremy Smith, a Maintenance Worker I, to the Committee members. Mr. Smith was assigned to serve as the Acting Safety and Training Technician to assist with the revisions and /or development of Safety policies and procedures as well as assist with the District's Safety program. Mr. Smith shared with the Committee members his experience with Safety while working in construction and his education consisting of several course in Risk Management. DISCUSSION ITEMS 4.1. Status of Assessment of Job Descriptions and Titles (Verbal Report) Gina Knight reported that the District was in receipt of the revised job descriptions from Koff and Associates. Mrs. Knight informed the Committee that any revisions /changes /deletions to the District's job descriptions were not tracked thus making it difficult to identify what changed. Mrs. Knight stated that the HR staff would review all of the HR Department's job descriptions to identify the changes. The Committee requested notification of the results of the review of the HR job descriptions. 4.2. Status of Performance Evaluations (Verbal Report) Bryan Melton presented the latest report on the status of past -due performance evaluations to the Committee members. The Committee members were pleased to see that all performance evaluations were on track. 1 4.3. Status of Educational Reimbursement Policy (Verbal Report) Amelia Cloonan presented the Committee members with a copy of the latest revised Educational Reimbursement policy. The Committee members had requested that the policy reflect that only courses related to an employee's job would be approved for reimbursement. Ms. Cloonan reported and identified the sections related to the request. 4.4. Status of Policies and Procedures (Verbal Report) Gina Knight presented an update of the various policies and procedures that required revisions and /or development for Human Resources, Risk Management and Safety. The Committee had requested that all policies and procedures be prioritized. A spreadsheet of the Department's policies and procedures was presented to the Committee members that identified the priority and estimated date of completion for said policies and procedures. 4.5. Status of Revision of the District's Personnel Rules (Verbal Report) Gina Knight informed the Committee members that the District's Personnel Rules needed to be revised again. There was a concern with the language regarding benefits for part -time staff. The District's practice has been to not provide part -time staff with pro -rated benefits. The language needs to be revised to reflect the District's past and present practice. The Committee members agreed that the language needed to be revised. 4.6. Human Resources, Risk Management, and Safety Activity Amelia Cloonan reported on the Department's recruitment activity. One successful candidate for the Maintenance Worker I position joined the District on June 30, 2014. Ms. Cloonan gave an update on the active tort claims. Mrs. Knight participated in the discussion by informing the Committee members on the District's internal process for handling tort claims. Mrs. Knight shared that staff along with ACWA /JPIA's Risk Management /Claims representatives work side by side in resolving claims. The District's process mirrors ACWA/JPIA's recommended best practices when handling tort claims. The Committee members directed staff to continue to handle any future claims as dictated in the District's written policy. In addition, staff was directed to copy the District's Legal Counsel, Mr. Art Kidman, for informational purposes only. 4.7. Future Agenda Items and Staff Tasks None. 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, August 12, 2014 at 4:00 p.m. 2