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Section 9 – Risk Management

CAPRA Self-Assessment

Agency Overview Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 Section 8 Section 9 Section 10

9.1 Risk Management Policy

Standard:
The agency shall have a policy for risk management that sets direction and gives appropriate authority for implementing operational practices and procedures that is approved by the proper authority.

Narrative:
The Following Risk Management Policy Statement was formally approved by the Board of Supervisors February 16, 2022 on Page 3 of the Meeting Minutes.

  1. Lower Makefield Township Parks and Recreation is dedicated to protecting itself from perils beyond its control
  2. Accidental losses are a waste of valuable resources and can threaten our ability to deliver services to the public it serves.
  3. To effectively continue in its service mission, Lower Makefield Township Parks and Recreation has adopted a prevention-oriented risk management culture.
  4. The responsibility for risk management begins at the top and touches all levels of the organization.
  5. In all it does, Lower Makefield Township Parks and Recreation will evaluate the risk of accidental losses and ensure that adequate risk management controls are in place to reduce the frequency and/or severity of losses.
  6. Risk assessment and control shall be considered a core organizational characteristic. As such, all employees of the organization are expected to participate in this process.

Please see Lower Makefield Township Risk Management Plan/Emergency Action Plan located at lmt.org or in the Parks and Recreation Office at 1550 Oxford Valley Rd. Yardley, PA 19067 for more information.

This policy statement was first recommended by the Township’s insurance provider Delaware Valley Trust, it was adapted by the Parks and Recreation Department, reviewed and recommended by the Park and Recreation Board and received final approval by the Board of Supervisors.

Evidence of Compliance:

9.1.1 – Risk Management Plan and Procedures

Standard:
The agency shall have an established risk management plan and operating procedures that are reviewed periodically, accessible to all agency personnel and approved by the proper authority that encompasses analysis of risk exposure, control approaches and financial and operational impact for the agency The plan shall analyze the programs/services offered and facilities/areas managed for personal injury and financial loss potential and identify approaches to manage such injury, loss, and business and operational impact.

Narrative:
Lower Makefield Township’s Parks and Recreation Department created the Risk Management and Emergency Action Plan (EAP) which was recommended to the Board of Supervisors at the Park & Rec Board September 3, 2020 meeting and Approved by the Board of Supervisors meeting on December 16, 2020, as part of the Parks and Recreation Report.

In order to create the risk management plan students from Penn State University were brought on as Interns to evaluate and assist with the writing of the policy during the Pandemic. This was a tricky partnership as the nation was in the heat of the Pandemic and the students were very limited in traveling to participate. The end product allowed the interns to be eligible for graduation by meeting the internship requirement and the Township ended up with a very well vetted and organized end result. This was a large project that used the knowledge of the Police Chief, the insurer, Delaware Valley Trust, staff, and boards.

The Township works closely with Delaware Valley Trust to identify risks within the park system and make changes in advance as a risk determinant, in addition to staff efforts, this allows for additional layers of protection. While prevention has always been a part of the model of Township’s inner workings, staff have worked to make it a bigger part of the framework. In the past, a more reactionary response was provided to events or problems rather than being driven to prevent them. While it is understood that not every situation can be prevented, creating an environment where staff are equipped to recognize potential problems before they exist has been a great shift. With this rejuvenated risk management program emphasizing training and empowerment, staff at every level can recognize and report potential issues and problems. This process allows the employee to have an immediate impact on the environment and ensures that the management team is aware of the potential hazard.

Staff are provided documents upon their hire and it is reviewed during regular training. All staff are required to sign off that they have read and understood the Risk Management & EAC Plan

Supporting Documents:

Evidence of Compliance:

9.1.2 Accident and Incident Report Procedures

Standard:
There shall be established procedures for accident and incident reporting and analysis of accident and incident reports. There shall be an accident/incident report form available to all employees. Data shall be obtained in an appropriate manner to support planned and coordinated accident prevention programs within the agency.

Narrative:
One of the largest shifts made recently, even before creating the Risk Management and Emergency Action Plan, was the addition of the Near Miss Report. While Lower Makefield Township embraced risk mitigation there were still a number of accidents that could have been prevented. Unfortunately, this concept started because of an incident that occurred at the pool and discovered during the investigation and determined that the incident could have been prevented. During the investigation period many staff members made the comment, “this happens all of the time.” Upper management was completely unaware which initiated a process to better communicate potential risk to leadership. Now during annual training, the staff are educated at all levels on how to report incidents or problems before they become bigger problems. These are referred to as near miss reports. While there are still growing pains with this process, it has helped to identify a number of problems in advance of bigger issues.

Supporting Documents:

Evidence of Compliance:

The Incident Report listed below was a result of a child being injured by an umbrella that was not securely fastened to its base, it was later determined by our insurer that 70 pound bases must be used to secure umbrellas.

9.1.3 – Personnel Involvement and Training

Standard:
The agency risk management function shall involve and train personnel at all levels on risk management procedures.

Narrative:
Lower Makefield Township has greatly developed its training program in the Parks and Recreation Department. Full time staff is incentivized to receive training and summer staff experiences a conference style multi day training program prior to the start of the summer. It is important for the management staff to understand that not everyone is going to be a camp manager or an aquatics professional in their adult life. The management team’s goal is to train the Doctors, Lawyers, and Teachers of the future with an experience that includes the skills needed in any career. With this leadership empower staff to be aware of the environment and speak up when problems are recognized.

Supporting Documents:

Evidence of Compliance:

9.2 – Risk Manager

Standard:
A specific position within the agency shall be designated with risk management responsibility and authority to carry out the policies established for risk management.

Narrative:
Title 35 of the Pennsylvania General Assembly requires local government agencies to identify an Emergency Management Coordinator to be responsible for “the planning, administration and operation of the local organization subject to the direction and control of the executive officer or governing body.”

Lower Makefield Township Board of Supervisors has identified this person as Police Chief Kenneth D. Coluzzi as the Emergency Coordinator. Title 35 outlines special training required to perform in this role as part of his duties. Chief Coluzzi was integral in creating the departmental risk management plan.

The Parks and Recreation Department staff is small and everyone on staff has many important roles. The departmental risk manager is the Operations Manager, this is a position responsible for checks and balances, ensuring operations run efficiently and that all training, inspections, and risk mitigation strategies are being employed. This person is also responsible for ensuring that the maintenance and operations protocols are being met.

Supporting Documents:

9.3 – ADA Compliance and Face-to-Face Resolution

Standard:
There shall be a policy or procedure available to all members of the public and staff which address issues pertaining to ADA compliance, either in a written or electronic format.

Narrative:
Residents can contact the Lower Makefield Township Parks and Recreation Department with any disability complaint or comment by filling out an incident report located on the Lower Makefield Township Website. Forms can be filled out and sent by email to prinfo@lmt.org, mailing, or drop off at the Lower Makefield Township Community Center 1550 Oxford Valley Rd., Yardley, PA. Further information about response time and procedures can be found in the ADA Transition Plan.

Lower Makefield Township is committed even further by having a Disability Advisory Board (DAB), made up of volunteers, whose mission is to educate and advise the Township and broader community about issues affecting people with disabilities; promoting inclusion, safety and equal access for everyone.

The DAB has developed forms for disabled residents to use in the event they need services in the Township.

Supporting Documents:

Evidence of Compliance: