HomeMy WebLinkAbout2014-11-12 - Personnel-Risk Management Committee Meeting Agenda PacketYorba Linda
Hater District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL -RISK MANAGEMENT COMMITTEE MEETING
Wednesday, November 12, 2014, 8:30 AM
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2. ROLL CALL
COMMITTEE STAFF
Director Phil Hawkins, Chair Marc Marcantonio, General Manager
Director Gary T. Melton 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. 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.
4.1. Status of Assessment of Job Descriptions and Titles (Verbal Report)
4.2. Status of Performance Evaluations (Verbal Report)
4.3. Status of Policies and Procedures (Verbal Report)
4.4. Human Resources, Risk Management and Safety Activity
4.5. Future Agenda Items and Staff Tasks
5. ADJOURNMENT
5.1. The next Personnel -Risk Management Committee meeting is scheduled to be held
Tuesday, December 16, 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. 4.4
AGENDA REPORT
Meeting Date: November 12, 2014
Subject: Human Resources, Risk Management and Safety Activity
ATTACHMENTS:
HR DEPARTMENT ACTIVITY fiscal 2013-
2014 PRM Committee 09- 15- 2014.doc
Copy of Budgeted Positions 2014 11 06.xlsx
Description:
HR Department Activity
Budgeted Positions
Type:
Backup Material
Backup Material
HR DEPARTMENT ACTIVITY
FISCAL 20142015
TRAINING — ON SITE /OFF SITE
DATE
CLASSNENDOR
ATTENDANCE
9/4/2014
Public Agency Risk Management Association
Successful internal candidate
(PARMA) training: Releases: A Liability Shield
2 HR staff attended
9/16/2014
Initial CPR Training (Rescue 411)
24 employees attended
9/17/2014
LCW training: Checking References: The Most
3 HR staff attended
Important Part of the Hiring Process
Successful candidate promoted on
9/24/2014
Use of Temporary Staff in Public Sector Agencies
3 HR staff attended
09/15/2014
— presented by OCWA
Final candidate chosen and will
11/13/2014
LCW training: Public Sector Employment Law
1 HR staff attending
10/27/2014
Update
Recruitment opened 10/27/2014 and
11/13/2014
LCW training: Employees Due Process Rights
1 HR staff and GM attending
and Skelly
tentatively scheduled 12/03/2014.
12/03/2014
Public Records Act Webinar
5 staff attending
12/09/2014
LCW Webinar: 2015 Legislative Update for Public
3 HR staff participating
Agencies
RECRUITMENTS
MONTH
POSITION
APPLICATIONS PROCESSED
07/07/2014
Office Clerk (Internal Recruitment)
Successful internal candidate
assumed position on 7/22/2014.
09/10/2014
Sr. Maintenance Distribution Operator
Interviews conducted on October 1,
(Internal Recruitment)
2014 by an external panel.
Successful candidate promoted on
October 5, 2014.
09/15/2014
Public Affairs Specialist
Final candidate chosen and will
commence employment 11/17/2014.
10/27/2014
Customer Service Representative II
Recruitment opened 10/27/2014 and
closed 11/09/2014. Testing
tentatively scheduled 12/03/2014.
11/03/2014
Maintenance Distribution Operator III
Recruitment opened 11/3/2014 and
closes 11/17/2014.
11/06/2014
CURRENT RISK MANAGEMENT /TORT CLAIM ACTIVITY
DATE OF
NATURE OF RISK
ACTION TAKEN
CLAIM HANDLED BY
ISSUE/ CLAIM
MANAGEMENT
DISTRICT
REC'D
RELATED ISSUE /CLAIM
&SUBMITTED TO
ACWA/J PIA
July 31, 2013
Claim received for incident
The item taken to the
ACWA /JPIA is handling
at Placentia -Linda
PRM committee on
the claim. To date no
Hospital (Tenet
8/13/2013. Board
invoices have been
Healthcare Corporation for
rejected and referred
submitted by Claimant.
loss that occurred
the claim to ACWA/
4/10/2013.
JPIA on 9/12/2013.
Jan 21, 2014
Main Line Break
Claim form provided to
8/13/14 checked with
Meadowview Drive. Water
homeowner's
ACWA /JPIA. They have
damage to property.
representative.
been in contact with
claimant's represen-
tative. Still awaiting
homeowner's release.
Check for $11,302.12
being held.
May 30, 2014
Water loss causing
Claim denied
N/A
property damage of
06/11/2014 — not in
$8,538.53
District boundaries
July 7, 2014
Claim for damage to water
Claim denied. Board
ACWA assigned an
heater Woodhaven Drive
rejected claim on
incident number. This
8/14/2014.
may not reach a claim
status.
Sept 9, 2014
Claim for plumbing bill
Claim investigated.
Board rejected the
related to repair of water
claim and referred it to
meter (Soeharjono)
ACWA /JPIA at its
meeting held 10/21/14.
Sept 9, 2014
Water meter failure &
Claim investigated.
Board rejected the
repair caused debris to
claim and referred it to
backup in sinks, tub, toilet
ACWA /JPIA at its
tanks & water softener
meeting held 10/21/14.
(Austell)
Sept. 23, 2014
Trip and fall accident claim
Claim investigated.
Board rejected the
submitted by Brett
claim and referred it to
Murdock, Esq. (for Worth)
ACWA /JPIA at its
meeting held 10/21/14.
Oct. 16, 2014
YLWD valve cover in the
Claim investigated.
District is awaiting
road struck auto and
contact by claimant's
damaged transmission.
insurance carrier.
11/06/2014
DISTRICT'S CLAIMS ON THE ACWA/JPIA LIABILITY INSURANCE PROGRAM
DATE OF
NATURE OF RISK
STATUS
CLAIM SUBMITTED TO
INCIDENT
MANAGEMENT
AMOUNTOF CLAIM
ACWA/JPIA
04/24/2014
RELATED ISSUE /CLAIM
Open
Yes
07/17/2014
Damage to District
$2,294.93
District completed repairs.
Health Benefits Fair
Vehicle #204
11/4/2014
ACWA reimbursed District
HR
11/12/2014
International Potluck
minus $500.00 deductible.
CURRENT WORKERS COMPENSATION ACTIVITY
DATE OF
INJURY
NATURE OF W.C. CLAIM
STATUS
REPORTABLE
INCIDENT
12/09/2013
Needle from sewer
punctured employee's hand
Open
Yes
04/24/2014
Repetitive Use Wrist Injury
Open
Yes
09/25/2014
Knee strain /sprain
Open
Yes
DISTRICT EMPLOYEE ACTIVITIES /FUNCTIONS
MONTH
ACTIVITY /FUNCTION
DEPARTMENT
09/10/2014
All Hands Meeting
Admin
09/10/2014
Hot Tap Demo and Horseshoe Competition
Ops
10/8/2014
Lincoln Financial Presentation at District
HR
10/15/2014
Nationwide Financial Presentation at District
HR
10/22/2014
Health Benefits Fair
HR
11/4/2014
TAG at District for FSA and Optional Insurance
signups
HR
11/12/2014
International Potluck
Admin
12/17/2014
Holiday Luncheon
Admin & HR
11/06/2014
DISTRICT SAFETY AND WELLNESS- ACTIVITIES /FUNCTIONS
MONTH
ACTIVITY /FUNCTION
DEPARTMENT
7/9/2014
Noise assessment of four wells and Highland
Booster Station
Safety
8/26/2014
Safety Committee Meeting
Safety
8/28/2014
Air Tank Inspections (Compressors & Vessels)
Safety
9/2/2014
Preliminary safety training and recertification
schedule calendar created for Operations for 2015.
Safety
9/23/2014
Held first tailgate meetings with staff of the
Engineering Department and HR /Risk
Safety
9/23/2014
Initiated Safety Incentive Program — Safety
W.O. R. K. S. We. Observe. Recognize. Know. Safety.
Safety
10/15/2014
Safety Fest — 7 Annual County -Wide, with state-
approved training sessions
Safety
10/16/2014
Great Shake -Out earthquake drill took place.
Safety
10/22/2014
Disaster Preparedness Academy (American Red
Cross) emergency action training
Safety
10/29/2014
Safety Committee meeting
Safety
11/05/2014
WEROC tabletop exercise at YLWD
Safety
11/5/2014
Webinar: Addressing Concerns on Ebola in
Wastewater, presented by Water Environmental
Federation (WEF). Three staff attended
Safety
11/06/2014
AWWA Webinar: Addressing Concerns on Ebola
Safety
11/13/2014
Public Agency Safety Management Association
(PASMA) meeting
Safety
11/18/2014
District wide Hazard Communication System and
Global Harmonization System (HCS /GHS) training
Safety
11/06/2014
HR ACTIVITIES /FUNCTIONS
MONTH
ACTIVITY /FUNCTION
DEPARTMENT
07/09/2014
Met with Wells Fargo Broker and Reps
HR
regarding 2015 health /benefits
10/1/2014
Distributed Open Enrollment materials for
HR
health and dental for January 1, 2015 to
directors, employees, retirees and COBRA
enrollees.
10/02/2014 &
Preliminary preparation for labor negotiations
HR /GM
10/07/2014
11/05/2014
LCW Orange County Consortium Planning
HR
meeting
11/06/2014
Budgeted Positions
FY 2014 -2015
Salary
Range
Position Classification
Budget
Emp
Status /Comments
1 -11
(Temporary Help)
0
0
12
Office Clerk
1
1
13
14
15
Customer Service Representative 1
0
0
16
Meter Reader 1
1
1
17
Accounting Assistant 1
1
1
Customer Service Representative 11
2
2
One CSR 11 is under filling one CSR III position.
Maintenance Worker 1
9
8
One Maintenance Worker I on acting assignment.
18
Meter Reader 11
2
2
19
Customer Service Representative 111
2
1
Operations /Warehouse Assistant
1
1
Records Management Specialist
1
1
20
Engineering Technician 1
0
0
Maintenance Distribution Operator 11
8
8
Water Quality Technician 1
0
0
21
Accounting Assistant 11
1
1
Facilities Maintenance
1
1
Mechanic 11
1
1
22
Information Systems Technician 1
1
1
Water Quality Technician 11
1
1
23
Human Resources Technician
1
1
Maintenance Distribution Operator III
4
3
One Maint. Dist. Op. III was promoted on 10/5/2014 to a
Sr. Maint. Dist. Op.
Meter Services Lead
1
1
Mechanic 111
1
1
Plant Operator 11
3
3
Safety and Training Technician
0
1
Under filling Safety and Training Analyst.
24
Construction Inspector
1
1
Engineering Technician 11
2
2
25
Human Resources Analyst
1
1
Instrumentation Technician
1
1
26
GIS Analyst
1
1
Sr. Construction Inspector
1
1
Sr. Fleet Mechanic
1
1
Sr. Maintenance Distribution Operator
4
5
One Maint. Dist. Op. III was promoted on 10/5/2014 to
work side by side with another Sr. Maint. Dist. Op. until
his retirement on 11/13/2014.
Sr. Plant Operator
1 1
1
Updated 11/6/2014 Page 1 of 2
Budgeted Positions
FY 2014 -2015
Salary
Range
Position Classification
Budget
Emp
Status /Comments
27
Associate Engineer
1
1
Customer Service Supervisor
1
1
Safety and Training Analyst
1
0
Under filled with Safety /Training Tech effective 7/1/2014.
One Maintenance Worker I serving as Acting
Safety /Training Tech.
28
Construction Project Supervisor
1
1
Management Analyst
1
1
Programmer Analyst
1
1
30
Information Systems Administrator
1
1
On acting assignment.
Public Information Officer
1
0
Position reclassified to Public Information Manager.
SCADA Administrator
1
1
Sr. Accountant
1
1
Water Maintenance Superintendent
1
1
31
Water Production Superintendent
1
1
Water Quality Engineer
1
1
32
Executive Secretary
1
1
33
Public Information Manager
0
1
34
Sr. Project Manager
1
1
37
Engineering Manager
1
1
Finance Manager
1
1
Human Resources and Risk Manager
1
1
IT Manager
1
0
IS Administrator assigned to Acting IT Manager.
Operations Manager
1
1
38
39
40
General Manager
1
1
General Manager joined the District on 9/2/2014.
Total
FY 2014 -2015 Budgeted
Temporary, Part- Time /Intern Positions
Salary
Range
Position Classification
Budget
Emp
Status /Comments
1 -11
Public Affairs Specialist
0.5
0
Selected candidate scheduled to join the District on
11/17/2014.
Total
j 0.5
1 0
Updated 11/6/2014 Page 2 of 2