1 California CAM Introductions • Your name • Where you work • Your job responsibilities • How long you have been in the industry • What you hope to get from this class Course 6: Risk Management 2 Agenda • Introduction to Risk Management • Minimizing Risks to Residents • Minimizing Risks to Staff • Handling Emergencies • Liability and Insurance Course 6: Risk Management 3 Property Assets to Protect • People – staff, residents, visitors • Property – buildings, facilities, equipment, materials • Community Goodwill – reputation, stature in the community, appeal to prospective residents Course 6: Risk Management Chapter 1 4 Definition of Risk Management • Risk Management is a process that involves recognizing, confronting and preparing for any potential threat to your property property . Course 6: Risk Management Chapter 1 5 Risk Analysis Process • Identify potential risks in company operations • Analyze the frequency and severity of past and potential losses • Work to eliminate or reduce the risks • Work to eliminate or reduce the risks • Build financial protection to cover risks that cannot be eliminated • Set up policies and procedures to carry out the risk management process. Course 6: Risk Management Chapter 1 6
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Introductions - National Apartment Association · Introductions • Your name • Where you work • Your job responsibilities • How long you have been in the industry • What
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1
California CAM
Introductions• Your name• Where you work• Your job responsibilities• How long you have been in the industry• What you hope to get from this class
Course 6: Risk Management 2
Agenda• Introduction to Risk Management• Minimizing Risks to Residents• Minimizing Risks to Staff• Handling Emergencies• Liability and Insurance
Course 6: Risk Management 3
Property Assets to Protect• People – staff, residents, visitors• Property – buildings, facilities, equipment,
materials• Community Goodwill – reputation, stature
in the community, appeal to prospective residents
Course 6: Risk Management Chapter 1 4
Definition of Risk Management
• Risk Management is a process that involves recognizing, confronting and preparing for any potential threat to your propertyproperty.
Course 6: Risk Management Chapter 1 5
Risk Analysis Process • Identify potential risks in company operations• Analyze the frequency and severity of past and
potential losses• Work to eliminate or reduce the risks• Work to eliminate or reduce the risks• Build financial protection to cover risks that
cannot be eliminated• Set up policies and procedures to carry out the
risk management process.
Course 6: Risk Management Chapter 1 6
2
Areas to Address• Minimizing Risk to Residents and Staff• Emergency Planning and Handling• LiabilityLiability• Insurance
Course 6: Risk Management 7
Effective Practices• Conduct, document and maintain periodic
inspections• Involve everyone in risk management
St t ith h i h lth d• Stay current with changes in health and safety laws and regulations
• Document and update safety records
Course 6: Risk Management Chapter 1 8
Effective Practices (cont’d)• Implement preventive maintenance procedures• Post and communicate safety procedures.• Establish and enforce safety programs for the
entire multifamily housing communityy g y• Educate site personnel and residents on their
role and responsibility• Understand how insurance and contracts
transfer risk
Course 6: Risk Management Chapter 1 9
Activity # 1Work within your group to identify a potential risk for each of the three property assets and then discuss what action can be taken to protect the asset from the identified riskto protect the asset from the identified risk.
Course 6: Risk Management Chapter 1 10
Chapter 2
Minimizing Risk to Residents
Course 6: Risk Management 11
Areas to Address• Property Hazards• Crime Deterrence• Environmental HazardsEnvironmental Hazards
Course 6: Risk Management Chapter 2 12
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Property Hazards: Habitability
• Suitable maintenance of housing properties is known as habitability.
Course 6: Risk Management Chapter 2 13
Required Housing Provisions• Protection from weather with roofs, walls
and windows• Working water, heat, air conditioning,
electrical, plumbing and lighting systems, p g g g y• Trash collection and pick-up• Clean and safe elevators, lobbies,
stairwells and other common areas
Course 6: Risk Management Chapter 2 14
Required Housing Provisions (cont’d)• Elimination or warning of environmental
hazards• Control of nuisances such as excess noise
and overcrowdingand overcrowding• Maintenance of all appliances and
equipment supplied
Course 6: Risk Management Chapter 2 15
Steps to Ensure Habitability• Conduct, document and maintain periodic
inspections• Follow a preventive maintenance program• Keep current and comply with building, housing,Keep current and comply with building, housing,
health and safety codes• Keep records of all requested and completed
repairs, inspections and preventive maintenance
Course 6: Risk Management Chapter 2 16
Steps to Ensure Habitability (cont’d)• Encourage residents to notify
management of needed repairs and make repairs quickly
• Inspect repairs upon completion• Inspect repairs upon completion• Follow-up with residents to ensure the
Resident Responsibilities• Notify management of any item they damage• Dispose trash properly• Keep the residence safe and in sanitary condition• Pay the cost of repair for damaged propertyy p g p p y• Notify the manager of needed major repairs and
normal usage maintenance• Perform minor repairs (replace light bulbs, clean
drains)
Course 6: Risk Management Chapter 2 25
Crime Deterrence• Stay informed of neighborhood crime• Respond quickly to neighborhood crime• Control building access and keys• Provide adequate lighting• Provide adequate lighting• Complete employee background checks
AsbestosAsbestos is:• a mineral that is supposed to be
inextinguishable when set on fire.f d i i i ti l ili• found in pipe wrapping, acoustical ceilings, floor tile and caulking in joint and spackling compounds
Course 6: Risk Management Chapter 2 29
FreonFreon is:• a shortened term for chlorofluorocarbon • a gas used in appliances and HVAC
t t id lisystems to provide cooling• known to deplete the ozone layer
protecting the earth’s atmosphere
Course 6: Risk Management Chapter 2 30
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LeadLead:• can cause lead poisoning and serious
disabilitiesi f d i i t il l d i d• is found in paint, soils, lead pipes and lead-based solder used on copper pipes
Course 6: Risk Management Chapter 2 31
RadonRadon:• as a radioactive gas emanating from
uranium-rich soil or watert b ildi th h th t• can enter a building through the water
supply, building material and soil beneath he building
Course 6: Risk Management Chapter 2 32
Carbon Monoxide (CO)Carbon Monoxide is:• A poisonous gas, colorless and odorless• Produced when fuels burn incompletely and/or
are emitted from appliances such as gas stoves,are emitted from appliances such as gas stoves, fireplaces, kerosene space heaters, gas dryers and water heaters that are not properly ventilated
Course 6: Risk Management Chapter 2 33
MoldMold:• comes from various moisture sources• is also known as mildew and fungi• is found almost anywhere• grows on wood, paper, carpet, foods and
insulation
Course 6: Risk Management Chapter 2 34
Components of Resident Education
• Ensure residents understand they are responsible for their personal safety
• Provide safety information and emergency numbers in the resident handbook
guarantee resident safety• Tell residents that management is not liable for
resident property
Course 6: Risk Management Chapter 2 35
Components of Resident Education (cont’d) Stress the importance of adopting personal safety
measures, including:• Never leave an apartment unlocked• Keep all windows and doors locked• Never provide a relative, neighbor or friend with a keyNever provide a relative, neighbor or friend with a key• Get to know the neighbors and watch out for one
another• Report all crime to police authorities• Complete an incident report for management
Course 6: Risk Management Chapter 2 36
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Survey Results• 77% of owner firms noted security was very
important to their residents• 78% of such firms have a Crime
Prevention/Resident Safety Awareness Program80% h di t / t• 80% have disaster/emergency management procedures in place
• Only 36% of the firms managing these units conduct formal security assessments for their communities
Course 6: Risk Management Chapter 2 37
Recommendations• Know what’s going on• Communicate with residents• Screen and check backgrounds• Strengthen relationships with legal
authorities
Course 6: Risk Management Chapter 2 38
Skill Check #1
Chapters 1 and 2 – Risk Management
Course 6: Risk Management Chapters 1 and 2 39
Chapter 3
Minimizing Risks to Staff
Course 6: Risk Management 40
Safe Working ConditionsEmployees can ensure safe working
conditions by:• following all OSHA employer safety and
health rules• reporting hazardous conditions and any
job-related injury or illness• using assigned personal protective
clothing and equipment
Course 6: Risk Management Chapter 3 41
OSHA RegulationsBeing informed of OSHA regulations and
performing regular inspection will help you:
• prevent a situation where you fail to meet code t d d d i OSHA istandards during an OSHA review
• Reduce/avoid possible claims an injured employee might file against you
Course 6: Risk Management Chapter 3 42
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Areas of Focus for OSHA• Hazard Communication Standard• Lockout/Tagout Standard• Bloodborne Pathogens• Personal Protective Equipment (PPE)• Electrical Safety Related Work Practice• OSHA Record Keeping
Course 6: Risk Management Chapter 3 43
Purpose of Hazard Communication StandardThe Hazard Communication Standard is
intended to educate employees:• of the hazardous chemicals they work with
h t th l• on how to use them properly • on how to avoid potential accidents or
injuries
Course 6: Risk Management Chapter 3 44
Employer Compliance Requirement• Hazard Evaluation• Labeling • Safety Data Sheets (SDS)• Information and training programs• Written Hazard Communication Plan
Course 6: Risk Management Chapter 3 45
Hazard Evaluation• Identify and disclose available scientific
data concerning hazards• Identify chemicals based on statute
requirementsrequirements• Provide appropriate labeling
Course 6: Risk Management Chapter 3 46
Labeling• Identity of the hazardous materials• Appropriate hazard warnings• First aid instructions• Name and address of the chemical
manufacturer or distributor
Course 6: Risk Management Chapter 3 47
Current Label vs. New Label
Course 6: Risk Management Chapter 3 48
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Labeling (cont’d)Portable or non-original containers such as
spray bottles, pump sprayers, mixing containers or metal cans:
• NO label required if for immediate use• LABEL required if will not be emptied by
the end of the work shift or if more than one person will use
Course 6: Risk Management Chapter 3 49
Safety Data Sheet (SDS)SDS:• is a document that describes the health and
physical hazards associated with a particular chemicalM t b d d id d t ll• Must be prepared and provided to all users
• Must be written in English to conform to Hazard Communication Standard requirements
• Fire-Fighting• Accident Release• Handling/Storage• Exposure Control
• Ecological• Disposal• Transport• Regulatory• Other
Information and Training Programs
Information provided to employees should include:• Written Hazard Communication Plan• List of hazardous material in the workplace• Location of Safety Data Sheets (SDS)
Explanation of non routine tasks• Explanation of non-routine tasks• Relationship employers have to outside
contractors
Course 6: Risk Management Chapter 3 52
Written Hazard Communication PlanAssignment of duties:
• Ensure labeling of shipped or original containers and labeling of non-original and portable containers
• Update inventory of all hazardous chemicals in the workplaceworkplace
• Review SDS information and check to make sure all chemicals have an SDS
• Assign tasks noted above and maintain the written plan• Verify onsite contractor statements regarding hazardous
materials• Notify all employees of the written plan including
information on requesting a copy of the plan
Course 6: Risk Management Chapter 3 53
Written Hazard Communication Plan (cont’d)Plans to ensure compliance:
• Hazardous materials in the workplace will be properly labeled
• SDS forms will be maintainedW k ill b id d ith ifi h d i f ti• Workers will be provided with specific hazard information training
• There will be a list of:– All hazardous materials associated with non-routine tasks– Unlabeled bottles– Possible hazards to contractors working in your facility
Course 6: Risk Management Chapter 3 54
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Lockout/Tagout StandardRequires the de-energizing or placinglocks and tags on:• Electrical switches• Liquid or gas valves• Other energy control points
Course 6: Risk Management Chapter 3 55
Lockout/Tagout RequirementsMust:• be a written document• be accessible to employees at all times during
normal working hours• establish contractor responsibilities• establish contractor responsibilities• establish annual auditing procedures • establish inventory of hazardous energy sources
and procedures to de-energize equipment• detail training and retraining programs
Course 6: Risk Management Chapter 3 56
Inventory Hazardous Energy Sources• Electrical• Hydraulic• Chemical• Pneumatic• Mechanical• Thermal
Course 6: Risk Management Chapter 3 57
Who Needs Training• Authorized employees (those actually performing
service and maintenance)
• Affected employees (those who are affected byAffected employees (those who are affected by actions of authorized employees)
• Other employees (office employees)
Course 6: Risk Management Chapter 3 58
Contents of Training• The scope of the standard• Methods and procedures to de-energize
equipmentE l ibiliti• Employee responsibilities
• Auditing procedures• Hazardous energy inventory
Course 6: Risk Management Chapter 3 59
Assignment of Duties• Maintain the written program• Notify employees of the written plan,
including information on requesting a copy of the programof the program
• Notify outside contractors of the property’s lockout/tagout requirements and guidelines
Course 6: Risk Management Chapter 3 60
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Bloodborne Pathogens Standard
• OSHA’s Exposure Control program for dealing with the control of bloodborne pathogens in the workplace, including Hepatitis B Virus (HBV) and the HumanHepatitis B Virus (HBV) and the Human Immune Deficiency Virus (HIV).
Course 6: Risk Management Chapter 3 61
Areas to AddressThe following areas must be addressed to comply with the
Bloodborne Pathogens Standard:• Surveying employee exposures• Assignment of tasks to third party abatement specialists• Investigate exposure accidentsInvestigate exposure accidents• Offering employees the HBV vaccine• Establishing a written exposure control plan• Communicating hazards to employees• Training and retraining
Course 6: Risk Management Chapter 3 62
Exposure Control PlanThe Exposure Control Plan must be in writing and
should include:• an exposure determination• a schedule and method of implementationa schedule and method of implementation• post-exposure evaluation and follow-up• interaction with health care professionals• training
Course 6: Risk Management Chapter 3 63
Who Needs Training• Each property must provide formal training
for employees who engage in potential exposure activities as defined by the standardstandard.
Course 6: Risk Management Chapter 3 64
Contents of Training• Scope of the standard• Basic definitions of bloodborne pathogens• Exposure parameters• Methods of compliance
Inoc lation/HBV• Inoculation/HBV• Decontamination and proper disposal• Reporting incidents and procedures to follow
with a healthcare provider• Recordkeeping parameters and follow-up
procedures
Course 6: Risk Management Chapter 3 65
Personal Protective Equipment (PPE)OSHA requires the use of PPE to reduce
employees’ exposure to hazards in the workplace. Employers are required to determine if PPEs should be used to protect their employees. The standard does not require a written program, but does require a written assessment and documentation of exposures.
Course 6: Risk Management Chapter 3 66
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Electrical Safety-Related Work-Practice Program
Phase Two of OSHA’s lockout/Tagout Standard for training “qualified” and “unqualified” employees who performunqualified employees who perform electrical service
Course 6: Risk Management Chapter 3 67
Qualified Employee Training includes:• Basic electrical principles• Safety related work practice (proper hand
and power tool usage)E d d• Emergency procedures and response
Course 6: Risk Management Chapter 3 68
Unqualified Employee Training includes:
• Basic electrical principles• Emergency procedures and response
Course 6: Risk Management Chapter 3 69
OSHA InspectionsOSHA Inspections are performed without advance warning
and the OSHA officials are authorized to:• Enter any workplace covered under OSHA regulation
during regular hours• Inspect and investigate any facility, equipment, p g y y q p
personnel records mandated by the regulations• Interview Personnel• Observe areas that aren’t covered by the employers’
consent or the inspection
Course 6: Risk Management Chapter 3 70
Criteria for Selecting Facilities to Inspect• Imminent danger• Catastrophes and fatal accidents• Employee complaints/referrals• Programmed inspections• Follow-up inspections
Course 6: Risk Management Chapter 3 71
Record Keeping• Injury and illness records for the past five
(5) years• All required written programs • OSHA Form 300AOSHA Form 300A• OSHA poster• Documentation of all training and written
assessments• Medical and exposure records
Course 6: Risk Management Chapter 3 72
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Activity # 4
What Would You Do?
Course 6: Risk Management Chapter 2 73
Chapter 4
Handling Emergencies
Course 6: Risk Management 74
Areas to Address• Develop a clear plan with specific
procedures to follow for various types of emergencies
• Educate staff and residents about their roles in emergencies
• Train staff to respond to emergencies in specific ways
• Hold periodic drills
Course 6: Risk Management Chapter 4 75
Emergency PlanAn emergency plan can help:• Conserve limited resources during an
emergency• Prevent poor performancePrevent poor performance• Limit or avoid negative media attention• Limit liability for your multifamily housing
community• Help you meet regulatory requirements
Course 6: Risk Management Chapter 4 76
Guidelines for Emergency Plans• Determine which types of emergencies you are
most likely to experience• Identify the areas of high risk for experiencing an
emergency• Evaluate the impact of those emergenciesEvaluate the impact of those emergencies• Create a plan according to the impacts• Implement the plan• Train and drill according to the plan• Review and adjust he plan based on drill
The goal should be to minimize impact on the residents, staff and business operations.
Course 6: Risk Management Chapter 4 79
What to IncludeThe plan should specify details for:• Prevention• Detection• Communication• Communication• Evacuation• Containment/Mitigation• Recovery• Public Relations
Course 6: Risk Management Chapter 4 80
Common Emergencies• Fire• Natural Disasters• Technological disasters• Criminal Incidents• First Aid situations
Course 6: Risk Management Chapter 4 81
Skill Check #2
Chapters 3 and 4 – Risk Management
Course 6: Risk Management Chapters 3 and 4 82
Chapter 5
Liability and Insurance
Course 6: Risk Management 83
Liability
• A duty owedA b h f th t d t• A breach of that duty
• Damages resulting directly therefrom
Course 6: Risk Management Chapter 5 84
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Loss Prevention and ControlLoss Prevention:• Being proactive in preventing losses
Loss Control:• Doing everything you can to mitigate or
lessen the impact of the loss once it occurs
Course 6: Risk Management Chapter 5 85
CancellationInsurance policies may be canceled under
the following conditions:• failure to pay the premiums
f il t d id tifi d h d• failure to remedy an identified hazard• new risk factors
Course 6: Risk Management Chapter 5 86
Property Insurance• Covers property loss and/or damage to