In honor of Mother’s Day I thought I’d share some of the many valuable things my mother taught me as a child. Learn to get along and play nice, if you cannot say something nice, don’t say anything and always wear clean underwear. Okay, maybe the last one doesn’t really relate to this posting, but it is good advice (chuckles).

I was recently asked to create a risk management committee for a large regional nonprofit. This is an exciting project for both the organization and me. There are no preconceived notions, no experience and a total openness in the organization when it comes to this task. This is a clean slate for us to really make a difference and establish a foundation for moving forward effectively.

The project got me thinking about what the ideal committee needs to do; regardless of task. Over the years I’ve learned some really practical tips for creating an effective workgroup. First off, size matters; no more than 8 people on a working committee. More people can be involved with projects, subcommittees and other work, but eight is enough (sounds like an old TV show). Secondly, make sure you have a clear vision of the work; create a commission for the committee that everyone understands. Nothing causes a committee to flounder or wander off course more quickly than lack of a clear purpose. Third, do not meet more often than the work requires. Why meet unless there is something to do? Fourth, set them up to succeed. Not only is a clear work plan important, but so is the authority to proceed. The committee must have the authority to carry out the responsibilities it has been assigned; this may have budget considerations. And the final tip, number five, remember to be flexible. The work plan, group make-up and timeline may change; be ready for it.

When it comes to risk management, a Board-level committee can be very effective for a nonprofit organization. There will be overlap with existing committees for a new committee and responsibilities may have to be shared or moved, but focusing on tasks from the risk perspective can add a efficient light to our adventures together.

Michael Gurtler, Safe-Wise Consulting

Information on committees is available in the Online Resource Library

Many of us have rolled through a stop sign while driving, whether inadvertently, because we’re inattentive or in a hurry. Some folks even do this on a regular basis at a familiar intersection.

We discussed this analogy last week during a series of training sessions I facilitated. The sessions were part of an organization-wide effort by a large YMCA in the New York metropolitan area. That organization was reinvigorating its youth protection efforts. After prior planning we were able to efficiently train over 1,000 staff through a week-long series of events. It was the largest concentrated effort I’ve worked with and it was very impressive to interact with all the different staff and see how the leadership of the YMCA took this topic so very seriously.

We discussed the sheer magnitude of abuse in the US today, particularly the frequency of neglect and bullying. We discussed the impact and severity of molestation and looked at how we can work to prevent all forms of abuse. The effort looked at protecting staff, the organization and most importantly the youth that are involved in programs and services. Our stop sign analogy centered on the idea that when we roll through that intersection the sign itself is no longer relevant. We compared that to how we all can sometimes forget to see the signs around us. In this case specifically that we sometimes miss the signs of abuse and more importantly the opportunity to build youth up as we look to protect them and prevent abuse. After all no matter the organization, if they work with youth, their goal is building youth. Building strong, resilient and confident youth not only serves them well in life, it helps to protect them for abuse and harm.

So after training this large group of staff over a five-day period I was heading back home. I has completed my air travel and was within a half-mile of my home when I came to an intersection. I looked at the stop sign and took a moment to briefly reflect on the week’s efforts and hope that others remembered to not roll through the signs they intersect with.

Michael Gurtler, Safe-Wise Consulting

Information on Youth Protection is available in the Online Resource Library

Many organizations utilize some form of transportation in providing their mission to the community. I suppose it is generally assumed that these risks are acceptable for the organization to take on. But let’s look at this issue a little bit.

First off, is this a risk that HAS to be part of what we do? Can we share some of this risk by contracting with someone else? Can we avoid the risk by not providing any transportation at all? After we discuss these questions and decided to assume some or all of these risks what should we do next?

An effective way to manage the risks associated with transportation is to create a policy for a transportation program. The policy will outline the procedures that must be developed to better manage the risks associated with the activities. These procedures include, screening of drivers, training, vehicle selection and management, supervision and safety activities such regular inspection and emergency review. Some sample information about policy and procedures is available in the Online Resource Library.

Another transportation risk that organizations often ignore is that of staff using personal vehicles for business. From an enterprise look this can cause issues if someone representing the organization causes harm through the use of their vehicle. While their personal auto insurance is primary, there may be greater harm caused than the coverage can assist with, not to mention PR implications. Some workers’ comp carriers even require organizations to set some procedures for screening staff and managing this exposure. Think about it for a second… do staff ever carpool to a training event? Wouldn’t it be best to know which staff member should get behind the wheel? How about the CEO that uses their vehicle while they’re out in the community? Or the childcare supervisor that needs to visit a number of offsite locations? How about someone purchasing supplies at the local Wal-Mart or Home Depot? These are exposures that should be considered as well.

Mike Gurtler, Safe-Wise Consulting

More information about transportation safety is available in the Online Resource Library

I received a phone call this past week from a camp director in upstate New York that was reviewing the camp’s emergency plan. We discussed how recent weather “anomalies” have made us all look at emergency scenarios that we would have not considered just a few years ago. So with this in mind we discussed what he should do at his camp in regard to tornado planning.

Now our conversation could have been short and sweet. That really would not have been blog topic worthy though, so you now know or conversation had greater depth than me supplying a simple answer. We took the time to look at the task completely and consider all parts of the equation; including some alternatives. Our conversation reminded me of a planning acronym that I’ve put to use for years… “TRAPEE”. This breaks down into consider the Task, consider your Resources, consider the Alternatives, develop a Plan, put it into Effect and then Evaluate. This planning outline works really well for risk management considerations. Some more info on planning is available in our Online Resource Library.

Let’s get back to our emergency plan discussion now. We went through the planning outline exercise including reviewing the pros and cons of each alternative and some Internet research as we chatted. The camp has no below-grade facilities, a large population and little in the way of sturdy structures. We eventually decided that assembly in the newer gymnasium building came closest to meeting recommended practices. After reaching this conclusion we went on to see what parts of the plan are already in place such as other assembly practices and communication systems. Finally we looked at conducting training and drills to ensure this plan can work as effectively as possible.

Emergency planning is something that takes a little time and energy. Sometimes we need to think outside the box a bit but it will ultimately help us to be better prepared for these stressful events. Our ultimate goal is to plan for the things we think might happen (based on knowledge, experience and trends) in order to protect our assets; people, places and things. That will also help us with the things that come up that are surprises. Tornados in MA or NY, blizzards down South and earthquakes in ME or OK are no longer surprises; it’s time to review our plans.

Mike Gurtler, Safe-Wise Consulting

I had the distinct pleasure of working with over one hundred dedicated staff members at a YMCA in Georgia this past weekend. The organization, its leadership and staff took six hours this past Saturday to engage in training on various safety topics with me.

After one of our sessions where we discussed aquatic safety the CEO stood to tell a story about his work at a YMCA as a teen. He described a day that is still very vivid in his mind some thirty years later. He was the sole lifeguard supervising a youth open swim one afternoon when a young swimmer came to him to ask for assistance. The young swimmer said “My friend needs help”. The then lifeguard asked “Where is your friend?” to which the youth pointed to the bottom of the pool and said “Down there!” The CEO then described how he rescued the struggling swimmer and successfully resuscitated him. He went on to tell how he was recognized by the local media as a hero for saving the boy’s life. The CEO received a letter from the YMCA Board President thanking him for his dedication and thoughtful actions. The CEO has that letter framed and posted on the wall of his office today, directly beside his door. The CEO then said “Now, I do not have that letter posted there to build myself up, I have it there as a reminder. You see, I didn’t do my job that day; I was supposed to guard lives, not be a lifesaver. That other boy saved the swimmer’s life that day, not me.” He keeps the letter by his door as a reminder of how important aquatic safety is and more so as a reminder on how important it is to do your job each and every day. It was a story that left a very strong message resonating with everyone there; it was a special moment.

There was no one in the room on Saturday that missed the point of that story. At the end of the day’s training the group committed to moving forward with a greater dedication to a culture of safety at their YMCA. They learned about youth protection, aquatic safety, accident prevention and more. But in the time it took to tell that story they learned a lesson about the importance of doing their job and the responsibility we have working with people.

Mike Gurtler – Safe-Wise Consulting

Safety resources can be found in the Safe-Wise Online Resource Library.

One question that we often get asked at Safe-Wise Consulting is “How often should we conduct background checks?” Our recommendation is that these checks should be conducted on at least an annual basis for all employees and any program volunteers. Organizations should conduct these searches in addition to meeting any screening that is required by licensing or regulation.

Many organizations have moved to screening staff prospects through a variety of resources. There are some critical things to keep in mind when selecting a background check option. First off, background checks must include a social security verification. Since this is most likely the identification that is used to find information, it is critical to verify it before conducting the search. The old axiom, “garbage in, garbage out” would apply here. It is also important to utilize a multi-state search. Do not confine your search to only your state; prospects could have spent time in other states or crossed jurisdictions. Youth staff members should have a background check conducted immediately after turning 18 in addition to any prior screening.

Another trend for youth serving nonprofits like YMCAs is to screen members that access facilities. Being on the sexual offender registry is usually inconsistent with the organization’s philosophy and there are also very few facilities where youth do not participate in some manner. Software and systems are readily available to conduct these searches easily and some also allow for a quick screening of guests. If an organization adds their staff to the membership database, they too will be included in this regular screening.

Remember, there is no silver bullet for preventing abuse and protecting youth. Screening is just one strategy that every organization should employ and background searches are only one form of screening.

Mike Gurtler

More information about screening practices and youth protection is available in the Safe-Wise Online Resource Library

Okay, so its not time to be thinking of Santa, but I was thinking of lists today.

I regularly visit and audit YMCAs, YWCAs, JCCs and clubs. I frequently encounter systems (or lack of systems) to manage and track daily, weekly and monthly maintenance and housekeeping functions that could be strengthened. These functions, which are designed to keep patrons and employees safe, can be well-managed with checklists and logs.

Checklists and logs are generally accepted as good management tools for these type of redundant functions where documentation of inspections is important. Checklists help manage and track scheduled tasks such as checking emergency lighting, exit signage lighting, program area and hallway lighting, AED batteries and pads, pool emergency alarms, obstructed electric panels, obstructed emergency exit doors, tripping and slipping hazards, etc. Logs may include tracking emergency action plan (EAP) drills such as state-mandated fire emergency drills and regular vehicle maintenance checks. They may also include life-threatening aquatic or fitness center emergency drills and lost camper drills.

Checklists and logs do not have to be complicated. The use of an Excel spread sheet with all items to be checked listed in one column and check dates listed in another column is very effective. Forms work well too. Items such as emergency lights can be individually numbered for ease of identification. Checklists and logs encourage compliance with the completion of scheduled tasks, provide written documentation that a task was completed, serve as reminders and also provide legal documentation.

Christopher Mogridge – Safe-Wise Consulting

Sample forms, checklists and logs on various topics can be found in the Safe-Wise Online Resource Library.

Having just returned from vacation in Jamaica, I am very well acquainted the phrase “no problem mon!”. This is simply a way of life for the people that live in the beautiful Caribbean island-nation that is Jamaica. However, now that I’m back in the states and looking at risk management it makes me reflect on what I sometimes hear at youth-serving organizations.

I always cringe a bit when a staff person tells me “we always do that” when it comes to youth protection or other risk management strategies. Having worked in and around nonprofits for 30 years, I know that there is no such thing as always. Or, more properly, things are always different.

When it comes to youth protection we cannot take a “no problem mon” philosophy. Many leaders feel like if they do reference checks and perhaps some training that things are well covered. Many still focus their youth protection efforts only on child care or camp programs. Nothing can be further from the truth. Youth protection must be embraced throughout the organization; from top to bottom and everywhere in between.

Safe-Wise looks at a multilevel approach to managing youth protection in organizations as it is outlined in our Online Resource Library. Nothing can be taken for granted. When one level of protection may have challenges due to the nature of an activity, another level must be stronger. For example… when offering mentoring programs, it is often the approach to encourage one-on-one time with a single adult and individual youth. And while there are different ways to move toward this and mange the inherent risk with this program, ensuring good communication with parents, participants and encouraging feedback with program administrators can help reduce the chances of incidents. Another example is when facilities allow youth members to be unsupervised during open hours. Organizations must review who is using the facility and what ages are appropriate for their facilities, staffing patterns, programs and community. We cannot take a “no problem mon” philosophy to managing this risk.

When on vacation, do as you will. When you’re working with youth, follow good practices. Have a question on either? Give me a call.

Mike Gurtler

More information about youth protection can be found in the Safe-Wise Online Resource Library.

During a recent visit to a fitness facility the staff and I discussed the use of training balls at their location. Fitness training balls, also known as stability and exercise balls, are commonly used at fitness facilities around the country. While they are common and usually durable they can fail when not used in a proper manner and within manufacturer’s recommendations. As recently as 2009 the Consumer Product Safety Commission (CPSC) recommended the recall of nearly 3 million exercise balls due to a number of reports of various injuries to consumers. The majority of these and continuing injuries are due to improper use rather than equipment defect.

Some of our discussion provided new ideas to the training staff, so I thought it may be appropriate to present them in this week’s Blog. In addition we’ve recently added a listing of good use practices in the Online Library under the Program section.

Most training balls are designed to withstand common use during exercise. They are usually labeled with a user weight limit; listed on the ball near the air valve. The listed weight limit is the maximum amount of weight the ball can support. This includes the user’s body weight along with any weight equipment. Training balls are also available in various sizes. These sizes follow suggested user height recommendations by manufacturers.

One of the most common causes of equipment failure and user injury is a training ball that is not properly inflated. Underinflating this piece of training equipment can cause leaks and affect a user’s stability while exercising.

In conclusion, facilities should ensure that a selection of equipment is available that suits the various sizes and skills of users. An area that has appropriate space should be designated for the use of training balls. Instruction should be offered so that users are aware of how to properly use the equipment. All equipment should be regularly inspected with the results documented. Training balls should be properly inflated and used within manufacturer’s recommendations. Equipment that has been purchased since 2010, is designed for commercial use and is properly inflated can help reduce the incidence of injuries.

Mike Gurtler

More information on use of fitness training balls is available in the Online Library

Reviewing emergency plans prior to incidents is good practice. With the prevalence of unusual weather situations around the country it makes even more good sense. A part of an organization’s weather emergency planning that frequently gets discussion is procedures for thunderstorms and lightning. From a risk management perspective all outdoor activities must have a lightning emergency plan. Safe-Wise recommends following good practices which include the 30/30 rule (see our Online Resource Library). However, my discussion this week has more to do with indoor activities.

I recently spent time discussing emergency planning for indoor pool operations with an organization. I know of few other emergency planning topics that seem to get as much passionate discussion. A simple scan of the Internet will find any number of opinions and supposed factual discussion for implementing a lightning emergency plan. Safe-Wise recommends evacuating all wet areas, pools, showers rooms, etc., during a thunderstorm storm by following the 30/30 rule. The 30/30 rule states: if thunder is heard within 30 seconds of a lightning flash, seek appropriate shelter until 30 minutes after the last sound of thunder. This rule helps define the proximity of lightning and prevents exposure during the most hazardous period of that exposure.

However, some organizations because of a variety of operational considerations and pressures hesitate at implementing this rule. The fact that there has never been a documented case of injury due to a lightning strike while using an indoor pool is often combined with the desire to accommodate user’s concerns of pool availability. This combination is used to justify not closing pools during weather emergencies. Other considerations used to justify this practice are grounding, bonding, other construction standards and lack of specific NCAA guidelines.

I’ve been in the chair of the director running facilities that comes under criticism for closings during a number of different weather emergencies and I know it can be a very tough thing. I also know that I simply cannot use any excuse to expose people to the risk of swimming during a nearby thunderstorm. It can be a very uncomfortable discussion to have and a very unpopular policy to implement. Finances, member satisfaction and even Board or political pressure can influence these discussions. Even with all these influences I do not believe there is any other practice that makes sense aside from following the 30/30 rule. I’ve done quite a bit of research on the subject and have considered both sides (and others) to this issue. While I respect other’s opinions and in many cases can find common ground for similar issues; this is not one of those times.

Your organization needs to thoughtfully consider the information available around this issue without emotion and develop a plan that can be easily implemented in at any time of operation. Your plan needs to be written, rehearsed, regularly evaluated and clearly communicated to staff and users.

Mike Gurtler

More information about lightning safety can be found at the Lightning Safety Institute Website or the Safe-Wise Online Resource Library.