Cities and Villages Mutual Insurance Company (CVMIC)

2007AnnualBoard Retreat

Cities and Villages Mutual Insurance Company (CVMIC)

Brookfield, WI

Loss ControlReport

By Rick Bayer,

Loss Control Manager

Introduction

I will be following the same format that I have used past years. I will try and be consistent with major headings to allow for comparisons with previous years reports.

2006 Risk Management Assessment Results

There were no risk assessments conducted in 2006. Based on Board approval we will now be doing risk assessments once every 3 years. We are scheduled to conduct risk assessments for all members in 2007. Based on the results of the risk assessment and DOC audit we will create a 3 year work plan with each member for 2008 – 2010.

CVMIC Awards

At the Annual meeting we were pleased to present six memberswith awards under our “Significant Program Awards” program. The six winners for the 2006 Significant ProgramAwards were:

• Mower Safety using LED Lights– City of Appleton
• Temporary Traffic Control Plan – City of Appleton
• Alcohol Awareness Training– City of Baraboo
• Seasonal Training Program – City of Beloit
• New Officer Training Program – City of West Allis
• Computer Based Police Training Program – City of Wisconsin Dells

These programs were selected from among 14 submissions. The review and final recommendations to the Board of Directors were made by the Risk Management Advisory Committee.

In the last 8 years we have received 86 submissions for the Significant Program Awards program. At this years work plan meetings we again distributed a booklet which had a brief explanation of all of the past submissions. CVMIC provides these awards to encourage members to share programs, procedures and resources they develop in the areas of risk management, safety and loss control. Many of our members have utilized these programs to improve their own risk management efforts and we have used many of them in our training program.

Member Reports

Each year we provide members with an annual report of the loss control services that they have received. Attached to this report is a listing of the individual member reports.

Training

We continue to offer a mix of regional and on-site programs to best meet the needs of our members. A summary of the regional and on-site training programs is listed on pages 5 & 6. On page 7 is a comparison of regional and on-site training offered from 1998 – 2006.

Regional Training

While we have made an effort to provide more on-site training we continue to offer regional training because the programs in this area are most economically done in this fashion. Regional programs are offered either because the cost of the trainer would be prohibitive or the potential class size would be too small if offered on-site. Topics for our regional programs are generated from a variety of sources including; suggestions from the Board of Directors, Advisory Committees, participants or CVMIC staff. There are also times when laws or standards change and we address these changes through a regional program.

We try to offer 4 – 6 regional programs per month in January to May and September through December. Generally these programs are equally divided between new programs, supervisory related programs and programs that are repeated each spring and fall.

We cancel programs only when it is not economically sound to conduct the program (normally less then 10 participants). We also evaluate each program closely to make sure it met the desired or anticipated outcome.

We have standardized the start times of our programs (8:30 am) and either end them at 12:00 or 3:30 pm depending on whether they are half day or full day programs. We try to limit the potential for overtime as best we can when deciding on program length.

We continue to offer programs at 3 primary locations: Kimberly, Sun Prairie, and CVMIC. We will conduct programs at other locations provided there is sufficient interest.

In 2006 we offered 37 different regional programs at 66 sites. Attendance was slightly down while training hours wereslightly up.

On-site Training

We have continued to increase the on-site training that we offer. We generally develop a training plan with each member at their work plan meeting at the beginning of the year. We also accommodate, as best we can, any special requests for training during the year.

We have tried to meet member needs by being as flexible as possible with respect to program length, start times and the number of programs we do. Most DOC programs are now no more than 1 hour in length and EPL training is normally 2 hours. We do ask that there be at least 12 participants per class to help best utilize CVMIC staff time.

Our goal is to always offer up-to-date programs that are fresh and challenging. We continue to update all of our most frequently requested programs at least annually and we are moving toward a more hands on approach to our programs. We have distributed a resource catalog to all of our members that lists the programs we can currently offer on-site. The catalog is broken down into 3 primary area; DOC/Safety, Risk Management and Supervisory/Management. The catalog has a brief description of each program including program length. We can currently offer 80 different programs on-site.

Our on-site programnumbers continue to be strong. Last year we conducted 557 on-site programs with attendance of 10,496 participants and a total of 15,558 training hours. While the number of programs and attendees went down the total training hours increased. The major reason for the decrease was because we did fewer harassment programs. (We encourage member to do harassment training for employees every other year. This was our off year for most members.) We continue to have a high demand for our DOC compliance programs and we conducted a large number of EPL programs in 2006.

The Future

Training will continue to be a focal point of the loss control services we offer to our members. We are also exploring, through the E-Learning Task Force, other methods of delivering training such as web based training and teleconferencing.We hope to have a report from the Task Force for the Board at their September Board meeting.

I also believe there are other areas that we could explore coordinating or offering training in that would greatly benefit our members. Most members send employees to specialized training outside of their city at fairly high costs. This occurs often in the police and fire areas. It is possible that CVMIC could coordinate some of this training by offering it at a number of locations within the state thus reducing travel time and program costs. The other option would be for CVMIC to hire part time trainers with the needed technical skills and provide these trainers to our members. (Similar to the confined space training we are currently doing on-site with the START group).

Our goal will continue to be to offer high quality training that meets the needs of our members. Through this partnership with our members I think we have been highly successful in reducing exposures and improving overall employee safety.

1

T:\AGRIP\ResourceCenter\LossControlReports\CVMIC2007Report.doc

2006 CVMIC REGIONAL TRAINING PROGRAM SUMMARY

Program Title / # of Locations / # of Attendees / Total Hours
Conducting Reference Checks / 1 / 34 / 153
Confined Space Entry – new employee / 3 / 37 / 130
Confined Space Rescue – new employee / 3 / 56 / 392
Constitutional Law & the Municipal Employee / 1 / 40 / 140
Construction Work Site Safety for Field Inspectors / 1 / 24 / 144
Contractual Risk Transfer / 1 / 13 / 104
Emergency Traffic Control – Round Table Discussion / 1 / 12 / 60
Employee Performance Evaluations / 1 / 30 / 180
EPL Challenge / 1 / 22 / 66
Excavation & Trenching Competent Person / 2 / 52 / 312
Excavation Rescue / 3 / 67 / 234
Fleet Safety / 1 / 18 / 90
Fork Lift Training (Train-the-Trainer) / 1 / 8 / 48
Health & Wellness Conference / 1 / 15 / 90
Health & Wellness Round-Table / 1 / 10 / 195
HR Workshop – Compensation Plans / 1 / 11 / 55
Investigating Liability Claims / 1 / 6 / 30
Investigating & Management of Sudden & In-custody Deaths / 2 / 87 / 666
M.E.E.T. on Common Ground – Respect in the Workplace / 1 / 40 / 140
Mentoring / 1 / 12 / 60
New Supervisor Orientation / 6 / 85 / 680
Parks Facility Inspections / 1 / 27 / 189
Playground Inspections & Safety / 1 / 16 / 104
Police & Fire Commission Liability / 4 / 71 / 213
Supv. Series - Basic Risk Mgnt/Risk Transfer / 1 / 20 / 320
Coaching Employees / 2 / 44 / 704
Employment Law / 3 / 61 / 976
Selection & Interviewing / 2 / 31 / 496
Supervisor Resources & Tools / 3 / 49 / 784
Teams & Process Improvement / 4 / 75 / 1,200
Understanding Employee Differences / 2 / 29 / 464
Modifying Unacceptable Employee Behavior / 2 / 56 / 896
The Nuts& Bolts of Claim Handling / 2 / 32 / 112
Time Management / 1 / 47 / 188
TrainingAcademy I & II / 1 / 6 / 192
Work Zone Traffic Safety / 1 / 59 / 354
Writing Job Descriptions / 1 / 9 / 27
TOTALS / 66 / 1,352 / 11,324

2006 CVMIC ON-SITE TRAINING PROGRAM

SUMMARY

Summary of On-Site Programs
Training Topic / No. of
Training
Session / No of
Training
Locations / No. of
Attendees / Total Training
Hours Per
Program
Accident Investigation / 1 / 1 / 30 / 210
Asbestos Awareness / 5 / 4 / 125 / 125
Back Safety & Safe Lifting / 20 / 8 / 335 / 343
Bloodborne Pathogens / 72 / 26 / 1,607 / 1,494
CDL Requirement Training / 1 / 1 / 28 / 14
Coaching / 1 / 1 / 4 / 24
Confined Space Awareness / 12 / 8 / 166 / 565
Confined Space Maintenance / 15 / 9 / 218 / 814
Confined Space Rescue / 4 / 2 / 53 / 363
Conflict Resolution / 1 / 1 / 40 / 80
Creating Satisfied Customers / 22 / 10 / 478 / 938
Cylinder Safety / 1 / 1 / 14 / 7
Dealing with Unsafe Co-Worker / 1 / 1 / 117 / 117
Defensive Driving / 6 / 3 / 128 / 214
Developing Job Descriptions / 3 / 1 / 24 / 36
Diversity / 4 / 3 / 99 / 303
Driver Safety / 2 / 1 / 76 / 76
Drug & Alcohol Awareness for Supervisors / 1 / 1 / 17 / 51
Employee Performance Evaluations / 3 / 3 / 75 / 150
EPL – FLSA / 1 / 1 / 40 / 80
EPL – FMLA / 3 / 1 / 96 / 192
EPL – Documentation / 1 / 1 / 49 / 18
EPL – Wrongful Termination / 64 / 39 / 1023 / 2,054
Ergonomics / 4 / 3 / 53 / 54
Excavation & Trenching Competent Person / 4 / 2 / 56 / 229
Fall Protection / 6 / 2 / 136 / 180
FMLA / 5 / 3 / 90 / 159
Forklift / 12 / 9 / 175 / 532
Generations / 3 / 3 / 52 / 104
Harassment – Employees / 85 / 19 / 1,486 / 1,636
Hazard Communications / 28 / 14 / 638 / 588
Hearing Conservation / 45 / 17 / 821 / 759
Ladder Safety / 1 / 1 / 8 / 8
Lead Safety Awareness / 1 / 1 / 13 / 13
Light Duty/Return to Work / 1 / 1 / 12 / 12
Lockout/Tagout / 26 / 12 / 352 / 286
Machine Safeguarding / 3 / 1 / 102 / 51
M.E.E.T. on Common Ground / 8 / 3 / 190 / 390
Personal Protective Equipment / 18 / 11 / 324 / 321
Playground Inspection & Safety / 1 / 1 / 13 / 26
Re-energizing Your Safety Committee / 1 / 1 / 8 / 8
Respiratory Protection / 5 / 2 / 68 / 37
Safe Lifting / 1 / 1 / 3 / 3
Safe Slope Operations / 1 / 1 / 26 / 65
Safety Awareness / 6 / 3 / 113 / 160
Safety Committee Development / 2 / 1 / 18 / 60
Slips, Trips & Falls / 4 / 1 / 54 / 54
Trailer Safety & Safe Towing Tips / 1 / 1 / 14 / 42
Understanding Insurance Coverage / 1 / 1 / 11 / 44
Violence in the Workplace / 16 / 4 / 353 / 410
What is CVMIC? / 1 / 1 / 20 / 30
Work Zone Traffic Safety / 19 / 13 / 406 / 912
TOTAL / 557 / 260 / 10,496 / 15,558

Training Summary

1998 – 2006

2006 / 2005 / 2004 / 2003 / 2002 / 2001 / 2000 / 1999 / 1998
Regional Programs
# of Programs / 66 / 58 / 59 / 47 / 53 / 45 / 49 / 54 / 48
# of Topics / 37 / 32 / 38 / 28 / 31 / 25 / 25 / 29 / 25
# of Attendees / 1,352 / 1,449 / 1,297 / 1,199 / 1,354 / 1,091 / 1,079 / 1,624 / 1,243
Total Training Hours / 11,324 / 10,599 / 10,201 / 12,227 / 13,168 / 12,151 / 9,423 / 9,492 / 7,910
Site Specific Programs
# of Programs / 557 / 615 / 492 / 381 / 221 / 226 / 88 / 66 / 22
# of Topics / 52 / 43 / 36 / 39 / 25 / 28 / 20 / 19 / 15
# of Attendees / 10,496 / 11,350 / 9,343 / 7,603 / 4,572 / 6,270 / 2,704 / 1,923 / 677
Total Training Hours / 15,558 / 14,798 / 16,713 / 12,366 / 6,880 / 11,199 / 7,417 / 4,310 / 1,164
Total Training
# of Programs / 623 / 673 / 551 / 428 / 274 / 271 / 137 / 120 / 70
# of Topics / 89 / 75 / 74 / 67 / 56 / 53 / 45 / 48 / 40
# of Attendees / 11,848 / 12,799 / 10,640 / 8,802 / 5,926 / 7,341 / 3,783 / 3,683 / 1,920
Total Training Hours / 26,882 / 25,397 / 26,914 / 24,593 / 20,048 / 23,350 / 16,840 / 13,802 / 9,074

1

T:\AGRIP\ResourceCenter\LossControlReports\CVMIC2007Report.doc

Member Work Plans

This is the fifth year that we have set 3 year work plans with our members. The feedback that we have received has been very positive. We set 661 activities at the beginning of 2006 and were able to complete 579 by the end of the year. (That is an 87.6% completion rate which exceeded our goal of 70%). The chart below reflects where activities were set over the last 8 years. Sections F – Safety and Health Compliance, section E – EPL Management and section B – Loss Control Methods were the 3 areas where the greatest number of activities were set.

Category – Risk Assessment Instrument / 2006 / 2005 / 2004 / 2003 / 2002 / 2001 / 2000 / 1999
A. Management Direction / 7 % / 0% / 0% / 0 % / 1 % / 1 % / 1 % / 1 %
B. Loss Control Methods / 14% / 12% / 20% / 13 % / 5 % / 39 % / 21 % / 19 %
C. Risk Management Practices / 1 % / 1% / 2% / 1 % / 1 % / 4 % / 5 % / 5 %
D. Fleet Safety Techniques / 6 % / 20% / 4% / 3 % / 0 % / 2 % / 9 % / 12 %
E. EPL Management / 17% / 19% / 19% / 24 % / 20 % / 24 % / 19 % / 14 %
F. Safety and Health Compliance / 42% / 41% / 47% / 54 % / 67 % / 22 % / 34 % / 44 %
G. Utilization of CVMIC Resources / 3% / 1% / 3% / 1 % / 5 % / 5 % / 7 % / 1 %
H. Claims & Accident Reporting / 0% / 0% / 1% / 1 % / 1 % / \1 % / 4 % / 4 %
Miscellaneous / 10% / 6% / 5% / 3 % / 0 % / 5 % / 0 % / 0 %

The top 8 member activities for 2006 were:

• E4 – Anti- Discrimination/Anti – Harassment Measures (88)
• A1 – Loss Prevention Program and Action Plan (41)
• B3 – Facility and Parks Inspections (36)
• F4 – Confined Space (36)
• F8 – Bloodborne Pathogens (29)
• D2– Vehicle Operation & Driving Policy (26)
• F7 – Hearing Conservation (20)
• F14 – Ergonomic (20)

Staff Visits and Staff Activities

On-site member visits continue to be a very important staff activity. In 2006 we averaged 11.9 site visits per member.(This exceeded our goal of 8 visits). This was up from 11.5 in 2005, 10.7 in 2004 and 8.75 visits in 2003. We continue to try and visit each member at least 8 times a year. However, that is not always possible. Last year our range of visits was from a low of 3 to a high of 25.

The chart below details our work site activities for the last 6 years

Work Site Activities / 2006 / 2005 / 2004 / 2003 / 2002 / 2001
DOC Training / 32.3% / 32.6% / 40.7% / 25.7% / 23.0% / 17.2%
EPL Training / 23.9% / 27.5% / 18.9% / 36.3% / 13.6% / 25.4%
Other Training / 11.3% / 8.2% / 6.1% / 2.8% / 11.8% / 16.5%
Facility Inspections / 8.6% / 3.7% / 8.5% / 7.2% / 3.0% / 11.6%
Park Inspections / 2.9% / 5.9% / 6.8% / 4.0% / 0.1% / 3.5%
Safety Committee Meetings / 7.3% / 4.6% / 3.5% / 3.1% / 3.3% / 4.4%
Site Meetings (Work Plans, Risk Assessments, etc.) / 6.1% / 12.2% / 7.1% / 9.3% / 5.0% / 11.2%
Risk Management Assistance / 5.6% / 2.0% / 3.5% / 5.5% / 35.3% / 4.6%
Ergonomic Assessments / 1.9% / 1.4% / 2.1% / 1.3% / 1.3% / 2.6%
Industrial Hygiene Assistance / .1% / 1.9% / 2.8% / 4.7% / 3.0% / 3.0%

Activities Form

We have made a change to the method we will be recording member goals/objectives in the future. We no longer record goals/objectives and instead we record activities. A detailed form and data base has been designed to make it easier to record and track information. This allows us to track activities that in the past went unrecorded because they were never established as a goal. A copy of the form that is being used by staff is on page 10.

1

T:\AGRIP\ResourceCenter\LossControlReports\CVMIC2007Report.doc

ANNUAL MEMBER SERVICE REPORT / SITE VISITS BY REP / ACTIVITIES/TRAINING TOTALS
CVMIC MEMBER: / B / # OF ACTIVITIES SET:
LOSS CONTROL REP: / D / # ACTIV COMPLETED:
SERVICE PLAN YEAR / J / % ACTIV COMPLETED: / -
P / TOTAL SITE VISITS:
R / # OF PEOPLE TRAINED:
OTHER / TOTAL TRAINING HRS:
VISIT / SITE / REF / ACTIVITY / TIME SPENT / # OF / TOT # OF / TRN / ACTIVITY / SCHED / ADDED
# / DATE / VISIT / # / TYPE / ACTIVITY / (% OF DAY) / PROG / TRAINEES / HRS / STATUS / DATE / AFTER WP
1
2
3
4
5
6
7
8
9
10
11
12
13
14

1

T:\AGRIP\ResourceCenter\LossControlReports\CVMIC2007Report.doc

Typical Loss Control Activities

The Loss Control staff is involved in a wide variety of activities. These activities fall into 3 broad categories: on-site work, program development and follow-up activities. Some of the activities CVMIC staff is involved in are listed below.

• Training (On-site, Regional and Academies)
• Training Program Development
• Work Plan Meetings
• Facility Inspections
• Parks Inspections
• Work-site Inspections
• Safety Committee Meetings and Retreats
• Council Presentations
• Department Head Presentations
• Policy Development (DOC and EPL)
• Safety Rule Development
• Noise Sampling
• Fume Hood Testing
• Ergonomic Assessments
• Risk Assessment & Audit Processes
• Personnel Policy Audits
• Safety and Risk Management Assistance (On-site, over the phone and through an ever increasing number of e-mails)
• Development of Safety Posters, Paycheck Stuffers, Tool Box Talks and Pamphlets
• Drafting Newsletter Articles
• Maintenance of the Video Library
• Advisory Committee Work
• Assisting in the Maintenance and Upgrade of the CVMIC Web Site
• CVMIC Awards Program

Certification in SupervisionUpdate

In the fall of 2004 CVMIC began offering a new supervisory series called a “Certificate in Supervision”. This series replaced 3 other programs we had been offering: the Supervisor Orientation program and SupervisoryAcademies I & II. Instead of the week long format that was followed for the academies the “Certificate in Supervision” is a series of 8 two day sessions. We cover all of the academy materials along with a number of new topic areas. The change from the week long academy to the 2 day format has made it easier for supervisors to attend these programs

Each session is a free standing program. Participants can attend all 8 sessions or they can attend which ever sessions most apply to their job. In order to receive a “Silver” Certificate in Supervision a participant has to attend at least four sessions including sessions 1 & 2. To receive a “Gold” Certificate in Supervision a participant must attend all 8 sessions. To date we have had over 520 supervisors from 37 member communities attend at least one of our sessions with 40 individuals receiving a “Silver” Certificate in Supervision and 11 receiving the “Gold” Certificate in Supervision.

1

T:\AGRIP\ResourceCenter\LossControlReports\CVMIC2007Report.doc

We will continue to offer all 8 sessions at least once each spring and fall and we will vary the location. These sessions are available to new supervisors, experienced supervisors or individuals who are not supervisors today but would like to be a supervisor in the future. A detailed agenda of all 8 session is listed on the CVMIC web site.

New Supervisor Orientation

In the fall of 2005 we began offering a “New Supervisor Orientation” program. The intent of this program is to provide a new supervisor with an extensive resource manual and walk the new supervisor through all of the important areas that they will need to become familiar with over time to become an effective supervisor.

Much of the material that is covered in this program is a highly condensed version of our Certificate in Supervision series. The purpose for this program is to lay out a foundation for future learning. For a new supervisor they often get in trouble, not intentionally, but due to the fact that they “don’t know what they don’t know”. They would have done the right thing at the time had they known what that was. In this program we will tell them all the areas that a supervisor should become competent in and we will also provide them with resources and alternatives on how to gain competency in each area.

They will not leave this training competent in each area. But they will leave with a strong understanding of what they need to learn in the future and where to go to gain that knowledge. To date we have offered the program 11 times and have had 167 individuals attend. We have received very favorable reviews on the program and the manual. This program has also become a good marketing tool for our Certificate in Supervision program. Many of the individuals who have attended the Orientation session have continued in the Certificate in Supervision series.

New or Enhanced Loss Control Services for 2006

Along with site visits and training each year the loss control staff work on a variety of new services or work to enhance and improve existing services. Listed below are some of our major accomplishments.

• Conducted modified DOC audits on half the members. The remaining audits will be conducted in 2006 with the results being used to help formulate the 2008-2010 member work plans.
• Updated our Supervisor Manual. It is now distributed in CD- ROM format to everyone who attends our Certificate in Supervision series.
• Developed and conducted EPL training (Wrongful Termination) on-site for all supervisors for all members.
• Developed a number of new polices including – Hiring & Hiring Documentation, Polygraph Testing, Drug & Alcohol Testing, Record Retention, EAP, and Reference & Background Checks. Gregg Gunta also updated the 8 State mandated policies for Police Departments and we distributed them to all members.
• Developed a number of new training programs including – Reference Checks, Trailer Safety & Safe Towing Tips, Aggressive Driving and Road Rage, Parking Large Vehicles, Driver Performance – National Driving Test II, Winter Driving – Operation Situations, Dealing with the Hazards Beside you – Unsafe Co-workers, Construction Work Site Safety for Field Inspectors, EPL Challenge, HR Workshop – Compensation Plans, Investigating Liability Claims, and M.E.E.T. on Common ground – Respect in the Work Place (employee and supervisor versions).
• We also upgraded a significant number of our existing programs and developed a number of new games, case studies and group exercises.
• Developed wallet cards on 10new topic areas to be used as “quick” reference reminders for trainees when conducting EPL and DOC programs on-site.
• Developed another new level of DOC programs that are more interactive and hands-on
• Developed a Mentoring Program.
• We took our DOC policies and consolidated them down to 1-2 page summary documents that can be used when training on the DOC policies or for new employees during their orientation program.
• Developed a new marketing packet to be used with prospective members, new member reps, or new supervisors. The materials highlight all the major areas of CVMIC and provide a detailed explanation of the services provided through CVMIC.
• Developed a Safety & Health Audit process. This is a voluntary process that can be conducted for any member based on request. The results of the audit will be advisory only.
• Developed a new Work-site assessment that will be conducted this year to look for un-safe acts in the field.

EPL Activities