Fort Wayne Parks and Recreation Department
Risk Management Plan
December 2013
STATEMENT OF RISK MANAGEMENT POLICY
The Fort Wayne Parks and Recreation Department (FWPRD) seeks to provide the safest environment for all park visitors and the safest work conditions for its employees and volunteers; to protect FWPRD and the City against adverse financial consequences of accidental losses; to identify and prioritize risk exposure areas and to identify remedies and alternatives to lessen these exposures; to develop and implement loss prevention programs to reduce accidents which may cause injury to the public or to employees; to reduce the frequency and severity of all property losses, and to process all accident and loss notices filed by and/or against FWPRD or the City.
PHILOSOPHY
Responsibility for risk management, safety and loss prevention is an essential component of the success of Fort Wayne Parks and Recreation Department.
We are committed to the safety of all park users, employees and volunteers. When managing risk and potential losses, Fort Wayne Parks and Recreation Department has found no substitute for well-trained, capable employees and volunteers, sound safety practices and diligence in the safe operation of all programs.
When all employees and volunteers within FWPRD are aware that risk management, safety and loss prevention is valued by the staff, desired attitudes will result in performance of duties which allow FWPRD to avoid or control risk within our areas of responsibility.
Finally, it is exceptionally important that the professional staff of Fort Wayne Parks and Recreation Department become personally involved in risk management, or the goal of reducing risk exposure to the Department, and to the City of Fort Wayne, itself, cannot be achieved.
INDEX
A. Goals and Objectives of Fort Wayne Parks and Recreation Department.
B. FWPRD Risk Management Responsibilities.
1. Executive Director of Parks and Recreation
2. Division Deputy Directors
3. Area Superintendents, Managers, Supervisors, Program Managers and Coordinators
4. Employees
5. Volunteers
6. Manager of Safety and Operations Support
7. City of Fort Wayne Director of Risk Management
C. The Safety Committee.
D. Training.
E. FWPRD Safety Directive.
F. Safety Standard Operation Policies (SOPs).
G. Facility Operations Safety.
H. Waivers.
I. Insurance.
J. Annual Review.
A. Goals and Objectives of Fort Wayne Parks and Recreation Department:
1. Provide a risk management plan designed to allow our participants a quality experience in a safe environment.
2. Protect our employees, volunteers, and patrons from undue risk and injury.
3. Use ordinary and reasonable care to keep the facilities and programs reasonably safe for our visitors and participants.
4. Properly warn participants, patrons, employees, and volunteers of any hazardous or dangerous conditions.
5. Provide equipment which is safe and well maintained for use by our participants, employees and volunteers.
6. Provide an expedient response by our trained personnel to any accident or injury that occurs during a program or activity.
7. Provide a risk management plan which is relevant for all program areas, and is useful on a regular basis to our professional staff and employees.
8. Provide contingency planning and incident action plans for large special events.
9. Follow any Emergency Management Plan for the City of Fort Wayne.
B. RISK MANAGEMENT RESPONSIBILITIES.
1. The Executive Director of Parks and Recreation has the ultimate responsibility for the safety and implementation of a risk management program in the Fort Wayne Parks and Recreation Department.
2. Deputy Directors and Superintendents have full authority and responsibility to take necessary and reasonable steps to maintain the safest possible environment within their division(s). It is important that a constant effort be directed toward preventing accidents and injuries to patrons, volunteers and employees, and reducing liabilities in each of the respective areas. As a result, it is each Deputy Director’s responsibility to:
a) Provide the leadership and direction essential to maintain loss and accident prevention policies.
b) Develop specific written employee work rules regarding hazardous tasks in order to minimize the possibility of injury and property damage.
c) Enforce the safety program and take disciplinary action against an employee or participant willfully disregarding the program, rules or policies.
d) Ensure up-to-date records of all certifications and training dates of full-time, part-time and volunteer staff is maintained.
e) Set an example to those employees under their supervision, and give safety equal emphasis and weight with such factors as generation of revenue, participant development, and quality customer service.
f) Actively identify and report safety hazards within assigned facilities, programs or services, and promptly review all accident prevention recommendations. Establish programs and issue directives to implement feasible recommendations.
3. Area Managers, Maintenance Supervisors, and Program Supervisors are key to the successful implementation of the risk management program. The individuals in each of these positions have the responsibility for the safe actions of their employees and the safe operation and condition of equipment within their program and work areas. They have the full authority to enforce the provisions of the risk management program and shall:
a) Take responsibility for safe and healthful work conditions for patrons and employees. Be accountable for preventable injuries, accidents, and liabilities caused by their employees.
b) Ensure that all employees are fully trained and when necessary, retrained for the job they are assigned to do. Make sure they understand fully and follow established work procedures.
c) Make certain that all safety precautions are observed, including the use of proper safeguards for all activities in all facilities.
d) Ensure that required safety equipment and personal protective equipment for each job, task or activity is available and used properly. Make sure employees and/or participants are instructed and understand the use and necessity for protective equipment on specific potentially hazardous tasks or activities.
e) Recommend the correction of deficiencies found in equipment, facilities, work procedures, rules and knowledge that adversely affect safety efforts.
f) Close down programs, facilities or areas considered to be hazardous to both employees and participants, because of weather conditions, faulty facilities or equipment failures. Remove personnel and/or participants from hazardous conditions when they are not wearing or using protective equipment.
g) Enforce all facility use and/or program use policies, rules or guidelines by being impartial in disciplinary action against those participants or employees who fail to conform.
4. Employees are required to exercise discretion in the course of their work to prevent injuries to themselves, to their fellow workers, and to the participants within programs. Employees should:
a) Report all unsafe conditions to their supervisor immediately. Complete necessary report documentation.
b) Keep work areas clean and orderly. Make sure facilities are safe to work or conduct programs in.
c) Document all accidents and report them to their supervisor.
d) Attend safety-training sessions and maintain necessary certifications.
e) Use personal protective equipment when required. Dress safely and sensibly.
f) Learn and observe the safety rules, procedures and policies.
g) Take an active interest and part in the safety program.
5. Many volunteers are utilized for a wide variety of events and programs. Volunteers are required to exercise discretion in the course of their responsibilities in order to prevent injury to themselves, other volunteers or employees, and to the participants in the programs. Volunteers should:
a) Report all unsafe conditions to supervisory staff immediately while making sure that facilities are safe in which to conduct programs.
b) Learn and observe the safety rules, procedures and policies.
c) Document all accidents and report them to supervisory staff.
d) Use personal protective equipment when required. Dress safely and sensibly.
e) Take an active interest and part in the safety program.
f) Never operate a city-owned vehicle.
g) Read and sign a volunteer waiver statement prior to volunteering.
6. The Manager of Safety and Operations Support is responsible for the supervision and effectiveness of the FWPRD risk management program, and performs the following responsibilities:
a) Reviews, develops and/or modifies facility/equipment checklists, warnings, waiver forms and reporting forms used by the Department (accident, incident, maintenance repair, blood borne pathogen compliance forms, etc.)
b) Assists with the development of emergency action plans (EAP) for each facility that will be used by the employees. This includes written policies as well as actual rehearsals of first aid procedures, ambulance services, crowd control, etc.
c) Review and make appropriate recommendations pertaining to all accident reports, incident reports, maintenance request and other safety related issues and concerns as requested by supervisory personnel or the Director.
d) Maintain a record-keeping system of all documentation gathered regarding loss prevention and safety concerns.
e) Develop a training curriculum and training classes to best meet the requirements of employees and volunteers. Present safety and other classes to employees and volunteers.
f) Develop a risk management annual report, which includes safety statistics, safety action/steps taken during the year, summary of staff training, summary of recommendations, etc.
g) Ensure that all supervisory personnel are instructed and fully understand their safety responsibilities. Make certain programming staff are effectively performing their safety duties through regular follow-up.
h) Review, develop and update the Department’s risk management program and associated documents.
i) Serve as liaison with City Legal Counsel when necessary.
j) Serve as liaison with City Risk Management when necessary.
k) Maintain a written record of formal safety training documenting the nature of the training and those in attendance.
l) Conduct regular and comprehensive on-site safety audits at each facility, or site, to include critical-parts inspections.
m) Review all accidents within the parks and initiate investigations to determine the cause and take necessary preventive action.
7. The role of the City Director of Risk Management is providing the proper guidance in the implementation of a risk management program. The Director of Risk Management will assist in an annual review of the purpose, policies, and procedures of the program. Additionally, the Director of Risk Management is expected to inform FWPRD of new standards, cases or procedures involving risk management in governmental services, which should be reviewed for implementation.
C. THE FORT WAYNE PARKS AND RECREATION DEPARTMENT SAFETY COMMITTEE.
1. The Safety Committee can make a significant contribution to the productivity of the Park Department by bringing employees and management together in a cooperative effort to promote safety and health for employees and patrons. The committee shall assist the Executive Director of the Fort Wayne Parks and Recreation Department and make recommendations regarding methods of addressing safety and health hazards. The committee shall have the ability to:
· Operate in any and all areas of park facilities and operations.
· Investigate.
· Inspect.
· Educate.
· Question.
· Recommend.
The Committee does not have the right to violate or usurp supervisory responsibility.
2. Committee goals are:
a) To actively promote and provide job safety training by determining specific training requirements for each employee and job description.
b) To establish job safety requirements by annually reviewing and updating the FWPRD Safety Standard Operating Procedure.
c) To work toward prevention of on the job accidents and investigation of those that do occur.
3. Organization.
a) The committee shall be comprised of representatives, half from exempt employees and half from hourly employees. Committee size shall not exceed 10 members and shall represent each operating section in the Park Department.
b) Prospective members shall be selected on the basis of their desire and ability to help improve safety performance. Membership shall be reviewed annually by the director and new members shall be appointed as required.
c) Committee members shall be permitted to take such time from their normal duties as is reasonably necessary to exercise the rights of the committee.
d) A list of committee members shall be published and posted at each worksite.
4. Meetings.
a) Meetings shall be conducted monthly. Meetings will be scheduled during regular work hours and normally not longer than two hours.
b) Full attendance of members is required. Members unable to attend a meeting may designate an alternate to attend the meeting. Repeated absences are grounds for termination of member status.
c) The Manager of Safety and Operations Support shall notify the appropriate employee supervisors and committee members three working days prior to the meeting of meeting date, time, place and planned agenda.
d) Written minutes of each meeting shall be prepared and maintained by the Manager of Safety and Operations Support. The written minutes shall be public record and posted at each worksite.
5. Committee Responsibilities.
a) Review the overall safety and health program, written programs and policies annually.
b) Recommend new or revised safety processes or programs to the Director as required.
c) Review unresolved complaints regarding safety or health hazards by any employee, volunteer or patron.
d) Review incidents resulting in work related deaths, injuries and illnesses or property damage to help identify contributing causes or trends and make recommendations to prevent recurrences.
e) Evaluate the effectiveness of safety education and training programs.
f) Serve as a resource for other supervisors and employees as required.
g) Accompany any federal, state or municipal appointed representative during any physical inspection of department facilities or operations. Conduct safety inspections in accordance with OSHA and other directives.
D. TRAINING. The goal of the Department’s training is to develop safety awareness in our employees. This awareness will enable them to recognize hazards they may be subjected to in daily operations and to take adequate precautions. This training cannot be effective unless it is a continuous program. Educating employees and management through policies, procedures and training is an essential part of FWPRD’s risk management policy.
Indiana Occupational Safety and Health Administration (IOSHA) 29CFR 1910 and 1926 and selected other references provide the guidelines for avoiding hazards and reducing the risk of hazardous situations. Those guidelines are used in developing department training programs.
1. FWPRD’s staff is responsible for implementing the training for each of their respective staff groups. Specific responsibilities for all staff, regardless of program area, are listed below: