Municipal Management Risk Management Survey Guide

Municipal Management Risk Management Survey Guide

”no” responses may require further analysis and/or an action plan for correction.

Municipality Name

Completed by

Date

RISK MANAGEMENT RESPONSIBILITIES NOT APPLICABLE

Y

N

N/A

Are certificates of insurance required from all contractors?
Do you keep certificates of insurance on file and check them annually?
Do you have a formal MIOSHA inspection procedure?
Do you conduct formal, risk management, committee meetings at least twice a year?
Do you hold department heads accountable for their departments’ accidents?
Is there a line item in the budget for safety & health?
Do you conduct routine documented inspections of all municipal facilities to detect fire hazards such as electrical short circuits, heating problems and housekeeping issues?
Do you have action plan for improvement established for each department and reviewed and/or updated annually?
EMPLOYMENT PRACTICES GUIDE NOT APPLICABLE

Y

N

N/A

Have you completed the MML Employment Practices Survey guide?
MOTOR VEHICLE MANAGEMENT NOT APPLICABLE

Y

N

N/A

Is there an upper management plan that addresses ALL municipal motor vehicle operations?
Does the plan contain the following:
Management Policy?
Management and Supervisory Accountability?
Training?
Supervision?
Accident Reporting, Review & Record-keeping?
Corrective Action?
Vehicle Inspection and Maintenance?
Do you check driving records through Michigan Secretary of State subscription service?
ZONING / PLANNING NOT APPLICABLE

Y

N

N/A

Do you have a zoning ordinance?
Have you revised and/or updated your zoning ordinance in the last five years as required by the Coordinated Planning Act?
© Michigan Municipal League Loss Control and Meadowbrook Insurance Group
Page 1 of 5 / September 24, 2007
ZONING / PLANNING NOT APPLICABLE

N/A

Do you annually train all members of the Zoning Board to the plan and the reasons for consistent enforcement?
Does an attorney review all Zoning Board decisions?
Are all zoning decisions documented?
Do you have a Planning Commission Ordinance?
ZONING / PLANNING NOT APPLICABLE

N/A

Have you revised and/or updated your plan in the last five years?
Do you annually train all members of the Planning Commission to the plan and the reasons for consistent enforcement?
Does an attorney review all Planning Commission decisions?
Do you document all Planning Commission decisions?
STREET INSPECTION AND MAINTENANCE NOT APPLICABLE

N/A

Do you have a procedure to inspect public streets and roads?
Is there an inspection procedure established to repair faded or deteriorated pavement markings and regulatory signs?
In your procedure, does it include tree branches, bushes, or other vegetation that may obstruct traffic control devices?
Is there a procedure to inspect streets and document actions taken?
Is there a procedure for reporting of complaints of street defects and documentation of action taken?
Is there documentation that supports your street inspection and maintenance procedure?
STORM SEWER NOT APPLICABLE

N/A

Is there an annual catch basin inspection procedure?
Is there a procedure for regularly scheduled maintenance of catch basins?
Do you have a map of your storm sewer and waste water system?
Do you have a system of tracking incidents?
Do you have a plan for visual monitoring of storm sewers with television cameras on a regular schedule?
SEWER BACK-UP PROGRAM NOT APPLICABLE

N/A

Do you have a routine maintenance program in place?
Does your routine maintenance program cover the entire service area?
Does your routine maintenance program provide for special attention for problem areas?
Do you have a procedure for visual monitoring of sanitary sewer with television cameras on a regular schedule?
Do you have a process for documenting and tracking reported incidents?
Do you have a procedure for monitoring and gauging rainfall so pump stations and basins have adequate staffing and monitoring during periods of heavy rain?
SEWER BACK-UP PROGRAM NOT APPLICABLE

N/A

Do you have an ordinance/requirement that all commercial producers of contaminants (Industrial, restaurants and Laundromats) install traps?
Does your ordinance or requirement specify that repairs or improvements use plastic pipe or other similar durable materials?
Is there a procedure to inspect defects and document action taken when notified?
Do you have a complaint process to comply with Public Act 222 of 1999?
Is there documentation that supports your sewer back up procedure?
SIDEWALK INSPECTION & REPLACEMENT PROGRAM NOT APPLICABLE

N/A

Is there a sidewalk repair procedure?
Is your personnel trained in sidewalk repair procedure?
Do you inspect your sidewalks as soon as it is practical in the spring?
Is there a follow up inspections completed to determine if repair is complete and satisfactory?
Do you maintain records of inspection and repair process?
Do you have procedures established to inspect defects and document when notified?
Do you evaluate your sidewalk repair procedure annually for effectiveness?
Is there documentation that supports your sidewalk inspection and replacement procedure?

TREE INSPECTION PROGRAM NOT APPLICABLE

N/A

Do you have a procedure for tree maintenance?
Is there a written tree planting permit process for any trees planted in the right of way?
Is there a long-term replacement procedure that identifies the completion cycle for tree inspection and trimming?
Does a qualified individual oversee the process?
Is there a tree replacement process that identifies the kind of trees that can be placed in public areas?
Do you inspect trees as soon as it is practical in the spring or fall and after severe wind and/or ice storms?
Do you contract or outsource your tree maintenance to a qualified individual?
Do you have a complaint procedure in place for tree defects?
Is there documentation that supports your tree maintenance procedure?
ELECTRICAL GROUNDING NOT APPLICABLE

N/A

Has an electrician verified that all major infrastructure equipment such as pump stations, radiotowers and major facilities are protected against lightning strikes?
Do you check your electrical grounding equipment annually?
Are all major electrical equipment, computers, and telephone lines protected from electrical surge?
FIRE DETECTION FOR PUBLIC FACILITIES NOT APPLICABLE

N/A

Is there one facility used to garage the majority of major tools and equipment?
Do you protect your facilities with a central station alarm system designed to detect and send an alarm for a fire in its incipient stage?
Are all other major facilities equipped with such alarms?
Do you inspect all fire detection and protection systems at least annually?
PLAYGROUND INSPECTION AND MAINTENANCE NOT APPLICABLE

N/A

Have you developed a procedure to inspect and maintain playgrounds and equipment?
Do the guidelines in this procedure follow those required by MI, PA 16 of 1997, Playground Equipment Safety Act (MCL 408.681-408.687) and the Consumer Product Safety Commission?

Is there long-term repair and replacement plan to inspect and maintain playgrounds and their equipment?

Do you assign responsible individual(s) to be in charge of the project?
Are all inspectors familiar with guidelines suggested by the MI, PA 16 of 1997, Playground Equipment Safety Act (MCL 408.681-408.687) and the Consumer Product Safety Commission?
Do all inspectors posses the appropriate level of training?
Do you require new equipment to meet guidelines suggested by MI, PA 16 of 1997, Playground Equipment Safety Act (MCL 408.681-408.687) and the Consumer Product Safety Commission?
Do you inspect all parks and playgrounds as soon as possible before opening in the spring?
Do you maintain records of the inspection and replacement process?
Do you ensure that trees in the area are trimmed to 7’ minimum clearance to ground?
FIRE DETECTION FOR PUBLIC FACILITIES NOT APPLICABLE

N/A

Is there one facility used to garage the majority of major tools and equipment?
Are all major electrical equipment, computers, and telephone lines protected from electrical surge?
Do you protect your facilities with a central station alarm system designed to detect and send an alarm for a fire in its incipient stage?
Are all other major facilities equipped with such alarms?
Do you inspect all fire detection and protection systems at least annually?
PLAYGROUND INSPECTION AND MAINTENANCE NOT APPLICABLE

N/A

Is there long-term repair and replacement plan to inspect and maintain playgrounds and their equipment?

N/A

Do all inspectors posses the appropriate level of training?
Do you require new equipment to meet guidelines suggested by MI, PA 16 of 1997, Playground Equipment Safety Act (MCL 408.681-408.687) and the Consumer Product Safety Commission?
Do you inspect all parks and playgrounds as soon as possible before opening in the spring?
Do you maintain records of the inspection and replacement process?
Do you ensure that trees in the area are trimmed to 7’ minimum clearance to ground?
Do you evaluate the playground Inspection and maintenance program for effectiveness?
Is there documentation that supports your playground inspection and maintenance procedures?
HOMELAND SECURITY NOT APPLICABLE

N/A

Other than general public areas, do all facilities have appropriate security to prevent unauthorized entry?
Do you ensure that all wellheads, water pump stations, water towers, and retention basins are secured from unauthorized entry?
Do you protect all wellheads according to EPA guidelines for homeland security?
Do you secure hazardous chemicals, fuel, and communications equipment from theft, tampering, and destruction?
Do you have an updated emergency management procedure in place for the municipality?
Do you have a contingency plan to keep utilities in service in the event of an emergency or terrorist attack?
Does your contingency plan have considerations for mutual aid communications?
Do you have an updated business contingency procedure?
Is your Updated Business Contingency Plan:
Reviewed annually?
Practiced annually?
RETURN TO WORK PROGRAM NOT APPLICABLE

N/A

Is the Return-to-Work program a written policy?
Is the work assignment contingent on available work?
Is the assignment temporary and for a specified period?
Is upper management required to authorize assignment and renewal?
Do you base work assignments on physician assigned employee medical restrictions?
Are supervisors required to ensure employee do not exceed restrictions?
© Michigan Municipal League Loss Control and Meadowbrook Insurance Group
Page 1 of 5 / September 24, 2007