1. CALL TO ORDER 2. ROLL CALL COMMITTEE Director Phil Hawkins, Chair Director Gary T. Melton

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1 AGENDA YORBA LINDA WATER DISTRICT PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING Tuesday, January 14, 2014, 4:00 PM 1717 E Miraloma Ave, Placentia CA CALL TO ORDER 2. ROLL CALL COMMITTEE Director Phil Hawkins, Chair Director Gary T. Melton 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. 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 Summary of 2013 Personnel-Risk Management Committee Accomplishments 4.2. Status of Emergency Preparedness Plan (Verbal Report) 4.3. Status of Performance Evaluations (Verbal Report) 4.4. Status of Assessment of Job Descriptions and Titles (Verbal Report) 4.5. Status of Policies and Procedures (Verbal Report) 4.6. Human Resources, Risk Management, and Safety Activity 4.7. Future Agenda Items and Staff Tasks 5. ADJOURNMENT 5.1. The next Personnel-Risk Management Committee meeting is scheduled to be held Tuesday, February 11, 2014 at 4:00 p.m.

2 Items Distributed to the Committee Less Than 72 Hours Prior to the Meeting Pursuant to Government Code section , 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 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 , or writing to Yorba Linda Water District, P.O. Box 309, Yorba Linda, CA 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.

3 AGENDA REPORT ITEM NO. 4.1 Meeting Date: January 14, 2014 Subject: Summary of 2013 Personnel-Risk Management Committee Accomplishments ATTACHMENTS: Name: Description: Type: January.docx Summary of 2013 PRM Accomplishments Backup Material

4 2013 Personnel Risk Management Committee Accomplishments January/February Revised Personnel Rules to Include At-Will Employment for Unrepresented Positions. Status of Compensation Study for the Position of General Manager Education Reimbursement revise policy Draft Employment Contract for the Position of General Manager Revised General Manager Job Spec March/April Draft Human Resources Department Budget for FY Assessment of Job Descriptions and Titles Work in Progress 1. Revised Operations Manager Job Spec Draft Salaries and Benefits Budget for FY 2013/14 Operations Manager Recruitment May/June Approval for Full-Time Safety and Training Coordinator Position 2. Revised Safety and Training Coordinator Job Spec Update on Status of Microsoft Dynamics Great Plains Consultant July/August General Manager Recruitment ACWA/JPIA Auto and General Liability Insurance Deposit Premium for the October 1, Policy Year Sept/Oct Status of General Manager Recruitment Revised Records Management Clerk Job Spec and Title Nov/Dec Approval to reclassify a PT Records Management Clerk to a FT Records Management Specialist Revised Budgeted Positions for Fiscal Year 2013/2014 Status of Human Resources Module of Dynamics GP Software Emergency Preparedness Plan Status of Policies and Procedures Approval to reclassify Project Coordinator to Associate Engineer 3. Developed an Associate Engineer Job Spec Second revision to Budgeted Positions for Fiscal Year 2013/2014

5 AGENDA REPORT ITEM NO. 4.6 Meeting Date: January 14, 2014 To: From: Personnel-Risk Management Committee Steve Conklin, Acting General Manager Presented By: Gina Knight, HR/Risk Manager Dept: Human Resources/Risk Management Prepared By: Subject: SUMMARY: Amelia Cloonan, Human Resources Analyst Human Resources, Risk Management, and Safety Activity 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 recruitment for the Records Management Specialist, which opened on November 25, 2013 was continued through January 7, Thirty-four applications were received with four viable candidates. The recruitment for a full-time, regular Sr. Accountant opened on December 9, 2013 and closed on January 9, Through January 7, 2014, twenty-eight candidates applied. Interviews will be conducted either January 21 or 22, A recruitment for an Associate Engineer opened on January 6, 2014 and will close January 23, An internal recruitment for a Customer Service Representative II opened January 6, 2014 and will close January 19, STRATEGIC PLAN: WE 1-F: Encourage Staff Participation in Professional Organizations and Local Civic Groups 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

6 ATTACHMENTS: Name: Description: Type: HR_DEPARTMENT_ACTIVITY_fiscal_ _PRM_Committee doc Hr Department Activity Backup Material Budgeted_Positions_ xlsx Budgeted Positions Backup Material

7 HR DEPARTMENT ACTIVITY FISCAL POLICIES AND PROCEDURES ACTIVITY STATUS 7010 Human Resources Drug and Alcohol Policy On hold. Employee Performance Evaluation Procedure Employee Time-Off Request Policy HR Manager and staff to reviewed Draft policy. Draft policy to be presented to Managers for review. To be submitted to Bargaining Unit. Policy revised by HR Manager to include sick leave use during original probationary period. Recruitment Procedure New Hire Procedure Separation/Termination Procedure Student Intern Policy Revised 01/07/2014 Update to be performed by HR staff. Update to be performed by HR staff. Update to be performed by HR staff. Rejected by former GM. (In process) (In process) (In process) HR Manager and staff will revise and present to Managers and Pers/Rsk Management Committee. 1

8 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 Risk Management Admin Policy 7030 Safety Development and Maintenance of Safety Procedures Confined Space Entry Policy/Procedures Dump Truck Safety Procedure Backhoe Safety Trenching/Excavation Safety Personal Protective Equipment Procedure Rejected by former GM. HR Mgr reviewed Draft policy and commented. Management reviewed Draft policy HR and Managers reviewed draft policy. Draft reviewed by HR. Draft reviewed by HR Draft reviewed by HR Draft reviewed by HR Determined that there is a need for further material to be included in the policy to cover more situations. On Hold. On hold Policy to be reviewed by K. Mendum, G. Knight, L. Isais Policy to be reviewed by K. Mendum, G. Knight, L. Isais Policy to be reviewed by K. Mendum, G. Knight, L. Isais Policy to be reviewed by K. Mendum, G. Knight, L. Isais Policy to be reviewed by K. Mendum, G. Knight, L. Isais 2

9 TRAINING ON SITE/OFF SITE DATE VENDOR CLASS TITLE 7/18/2013 Attendance by HR and Accounting Staff at 5 District staff attended the CSMFO (California Society of Municipal Finance Officers) presentation on Affordable Care 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 3 HR staff will attend presented by Liebert Cassidy Whitmore 9/19/2013 PEPRA (Public Employees Pension 2 HR staff will attend Reform Act) update presented by Public Retirement Journal 10/2/2013 Global Harmonization System of Hazard 11 District employees Communication (GHS) webinar October 2, attended. 63 employees (OSHA mandated training to be completed by all District employees by previously completed the training. 12/1/2013.) 10/9/13-11/6/13 (5 days) Pacific Safety Council: Certified Occupational Safety Specialist (COSS) 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/ /06/2014 OSHA Standards for the Construction Industry four-day training class. 2 District employees attended 3 District employees trained 1 District employee attended 3

10 RECRUITMENTS MONTH POSITION APPLICATIONS PROCESSED General Manager Pending Accounting Assistant II (internal only) Internal candidate in acting capacity promoted August 6, Accounting Assistant I Successful candidate joined October 7, Water Production Superintendent Successful candidate started Nov. 18, /12/2013 Sr. Accountant, limited term Successful candidate joined September 30, /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 Recruitment closed January 7, /9/2013 Sr. Accountant Recruitment open through January 9, /06/2014 Associate Engineer Opened 01/06/2014. Closes 01/23/ /06/2014 Customer Service Representative II (Internal) Opened 01/06/2014. Closes 01/19/

11 CURRENT RISK MANAGEMENT/TORT CLAIM ACTIVITY DATE OF ISSUE/ CLAIM REC D NATURE OF RISK MANAGEMENT RELATED ISSUE/CLAIM July 31, 2013 Claim received for incident at Placentia-Linda Hospital (Tenet Healthcare Corporation for loss that occurred 4/10/2013. Nov. 27, 2013 Potential claim received for damages caused by copper pipe leaking at residence on Fairmont Blvd. Dec. 11, 2013 Claim for $450 for plumbing bill. Line blocked. Toilets, bathtub & washer overflowed. ACTION TAKEN The item taken to the PRM committee on 8/13/2013. Board rejected and referred the claim to ACWA/ JPIA on 9/12/2013. Potential claim to be referred to ACWA/JPIA after agenda reports to PRM Committee and Board of Directors Investigation by District staff under way. CLAIM HANDLED BY DISTRICT &SUBMITTED TO ACWA/JPIA Claim referred to ACWA/JPIA 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 CURRENT WORKERS COMPENSATION ACTIVITY DATE OF INJURY NATURE OF W.C. CLAIM STATUS REPORTABLE INCIDENT Fractured ankle Closed Yes Dog bite Closed Yes Arc Flash incident Closed No Puncture to left ring finger Closed No 12/09/2013 Needle from sewer punctured employee s hand. Open Yes 5

12 DISTRICT EMPLOYEE ACTIVITIES/FUNCTIONS MONTH ACTIVITY/FUNCTION DEPARTMENT March 4, 2014 All Hands Meeting and Mardi Gras Admin & HR International Potluck May 17, 2014 District Picnic details to be announced HR August 2014 Hot Tap Demo & Horseshoe Competition OPS & HR Dec. 17, 2014 Holiday Luncheon Admin & HR DISTRICT SAFETY AND WELLNESS- ACTIVITIES/FUNCTIONS MONTH ACTIVITY/FUNCTION DEPARTMENT 01/06/2014 Check AED s HR 01/21/2014 Safety Committee Meeting HR/Safety 1/21/2014 Safety Slogan Contest Winner to be selected HR/Safety Committee HR ACTIVITIES/FUNCTIONS MONTH ACTIVITY/FUNCTION DEPARTMENT Feb 20/21, LCW 2014 Public Sector Employment Law HR Staff will attend 2014 Conference 6

13 As of January 7, 2014 FY Budgeted Positions Salary Start Range Position Classification Budget Emp Status/Comments Date 1-11 (Temporary Help) Customer Service Representative I Meter Reader I 2 1 One position on hold. 17 Accounting Assistant I 1 1 Customer Service Representative II 2 2 Engineering Secretary 1 0 Maintenance Worker I Meter Reader II Customer Service Representative III 2 2 Underfill with CSR II. Position opened 01/06/2014 and closes 01/19/2014. Records Management Specialist 1 0 Recruitment opened 11/26/2013 and closed 01/07/ applications rec'd with 4 viable candidates. Operations Assistant 1 1 Engineering Technician I 0 0 Maintenance Distribution Operator II 8 8 Water Quality Technician l 0 0 Accounting Assistant II 1 1 Facilities Maintenance 1 1 Mechanic II 1 1 Information Systems Technician I 1 1 Water Quality Technician li 1 1 Maintenance Distribution Operator III 4 4 Meter Services Lead 1 1 Mechanic III 1 1 Human Resources Technician 1 1 Plant Operator II Construction Inspector 1 1 Engineering Tech II 2 2 Human Resources Analyst 1 1 Instrumentation Technician 1 1 GIS Administrator 1 1 Filled on an acting basis by GIS Tech. Sr. Construction Inspector 1 1 Sr. Fleet Mechanic 1 1 Sr. Maintenance Distribution Operator 4 4 Sr. Plant Operator 1 1

14 As of January 7, 2014 FY Budgeted Positions Salary Start Range Position Classification Budget Emp Status/Comments Date 27 Customer Service Supervisor 1 1 Associate Engineer 1 0 Formerly the Project Coordinator position, vacated through retirement of incumbent. Recruitment commenced 01/06/2014 and closes 01/23/ Management Analyst Construction Project Supervisor 1 1 Programmer Analyst 1 1 Public Information Officer 1 1 Water Maintenance Superintendent 1 1 SCADA Administrator 1 1 Information Systems Administrator 1 1 Temporarily on Acting Assignment Safety and Training Coordinator 1 1 Sr. Accountant Recruitment for full-time regular employee opened 12/9/2013 and closes 01/09/2014. Tentative interviews scheduled 01/22/ Water Quality Engineer 1 1 Water Production Superintendent Executive Secretary Sr. Project Manager Engineering Manager 1 1 Temporarily on Acting Assignment Finance Manager 1 1 Filled by Promotion on 11/27/2013 Human Resources and Risk Manager 1 1 IT Manager IS Administrator assigned to Acting IT 1 0 Manager Operations Manager General Manager 1 0 Total Temporarly filled through Acting Assignment by Engineering Manager. FY Budgeted Part-Time/Intern Positions Salary Start Range Position Classification Budget Emp Status/Comments Date 1-11 Public/Governmental Affairs Intern HR Clerk PT Records Management Clerk GIS Technician Acting GIS Administrator as of Total 2 1