Risk Management

Manage Your Organization's Risk

Our job is to ensure that while you are properly covered, your organization is prepared and does everything it can to prevent an accident happening to you, your property and the people around you.
Our team of qualified agents have the resources to present various risk management programs to help you address hazards and problem areas before they affect you. Every one of our clients can look forward to receiving a step-by-step claims management binder with policy breakdowns, declaration pages and a list of pertinent phone numbers for emergencies and claim assistance for each carrier represented.

Employee Safety Initiatives

Whether your staff is in the single digits or in the hundreds, we want to make sure everyone is aware of the protocols in place to do their job as safely as possible.
Religious Organization Brick Building photo
A written safety manual can be provided to all new hires and existing employees covering the basics of OSHA safety requirements for your industry, weather safety, child protection, social media protection, driver safety and more. We would also suggest a regularly scheduled meeting to provide a refresher of existing protocols and to discuss potential new exposures your staff may encounter. This is a great place to review your expectations regarding morality and ethics expectations, drug free workplaces and substance use.

Transportation

Beacon is ready and willing to help you improve operations and safety whether you have one driver and an occasional rented vehicle or a fleet with many assigned drivers.
GuideOne and the Department of Transportation have many resources available for training purposes. Contact your agent at Beacon for additional information and assistance in creating a driver safety program suitable for your operations.
Transportation Safeguards addresses safety regarding your church, school, or nonprofit transportation. Not only in the selection and maintenance of owned vehicles, but also for those that are rented or borrowed by the organization. In addition, the guide also offers education on the wise selection of drivers and ways to maintain passenger safety.
  • 15-Passenger Van Examples
  • Accident Report Packet
  • Auto Safety & Survival Kit
  • Transportation Safety Checklist
  • Trip Safety Rules Agreement
  • Vehicle Self-Inspection Checklist

Emergency Preparedness

We never like to think of these emergencies occurring, but everyone’s priority is to protect our people, then our things. Good preparation means you can get back to serving your community as quickly as possible.
A written and rehearsed plan can save a lot of confusion and time in the event of fire, medical emergencies, violence, natural disasters, terrorism, or criminal acts. These rehearsals ensure that all members of staff know where the first aid kits are, where the fire extinguishers are and how to properly discharge them, who to call/where to go in the event of an active shooter, etc.

Facility Safety

Our buildings and the things inside are one of the biggest expenses of any organization, requiring routine maintenance to keep them functioning smoothly. While we can’t prepare for every contingency, here are a few checklist items to review on a regular basis.
Walk the property and look. You know your space and can tell when something isn’t right.

Weekly:

  • Trip and fall hazards i.e. cracks in the walkways/parking lot
  • Broken windows/doors
  • Trash or Debris accumulation
  • Burnt out lights, exit signs and emergency lights
  • Check all exterior door locks
  • Visually inspect the ceilings and bathroom and kitchen fixtures for leaks

Monthly:

  • Grease accumulation on kitchen surfaces
  • Change HVAC Filters
  • Visually check the gutters for accumulation
  • Note any trees or brush overgrowing walkways or encroaching on the building
  • Check your first aid kits, defibrillators, eye wash stations and CPR kits to ensure they are well stocked
  • Visually confirm your GFCI adapters are functional
  • Inspect the wet to dry mats at each entrance for cracks, curls, or loose threads
  • Visually confirm the fire extinguishers are properly mounted and charged

Bi-Annually:

  • Replace smoke detector batteries
  • Have the kitchen hood cleaned for grease accumulation and tagged
  • Have the Fire Suppression Hood and Ansul system inspected and tagged
  • Check all wet floor signs for cracks or broken hinges
  • Visually inspect for roots near the foundation, sidewalks or parking lot
  • Wipe dust from the circuit breaker panels and replace any open breaker slots
  • Check the condition of AV Wiring, electrical socket covers and wired fixtures (address any exposed wires or broken covers immediately)
  • Review your driver’s list and vehicle list

Annually:

  • Have a licensed fire company inspect and tag your fire extinguishers
  • Test the fire alarm system / sprinkler system and get it tagged
  • Test the security system (with the assistance of your security provider)
  • Fill and check the baptistry drain pan for leaks
  • Visually inspect roof coverings (shingles, metal panels, etc), gutters and lightning rods

Financial Safeguards

Financial Safeguards are an aspect of risk management that provide a guideline for preventing embezzling, theft, and the mishandling of funds.
  • Identify and publicly state who on staff are permitted to issue checks, disperse funds, speak with the bank or the CPA. This will reduce confusion if someone is accused of improper handling of funds.
  • Ensure that there is a low limit on spending without at least two signatures. Example: The church secretary can issue the $100 weekly check for refreshments without a second signature, but anything over that amount requires a board member’s signature as well.
  • Hire a CPA to review all bank balances, budgets, and financial documents on an annual basis.
  • Require a background check for all employees who have access to the check books, debit cards, etc.
  • Store all funds in a locked safe or drawer and deposit on a regular basis.
  • Require multiple sets of eyes on cash and checks that are being counted and be diligent in who is permitted in the room while the funds are in the open. i.e. – One staff member, a deacon and a church member being present as the tithes are counted and signed off on.

Volunteer Safety

People make our organizations work. Without employees and volunteers, you would not be able to serve in the same capacity and as a church, school or non-profit, you are responsible for their safety as well as the safety of those you serve. It’s imperative we provide guidance to those who are helping out and make sure everyone is aware of their responsibilities for safety and to remain above reproach in their work with the community. Be specific when communicating with your volunteers.
  • Create a written or verbal run through of what you expect. Some examples:
    • Identify and introduce the main point of contact for questions. Who knows what everyone is supposed to be doing?
    • Identify what is and is not appropriate for social media posts. Do you have permission to post the faces of attendees on the internet?
    • Closed toed, non-slip shoes are required.
    • Clothing must be safe, modest and appropriate (no short shorts or questionable writing/logos on their shirts)
    • Location and proper use of life safety equipment (first aid kits, fire extinguishers, defibrillators)
    • Instructions on what to do in the event of an emergency (where to go, who to contact and what to tell the clients.)
  • Have all volunteers sign a release form with an emergency contact, their identification, and any relevant waivers– check with your agent regarding worker’s compensation or liability waivers.
  • Have copies of blank incident report forms kept near the first aid station and show volunteers or employees how to properly complete them. Even if the situation is minor, a record should be kept.
  • Show all Personal Protective Equipment (PPE) available for use and when/how to use it. Ex: gloves, hairnets and aprons for serving food or construction gloves and eye protection for manual labor projects.

Sexual Molestation and Abuse

This is not a topic anyone wants to talk about, but it’s one that organizations cannot ignore. Sexual abuse and molestation occur in churches, school and business settings and a criminal background check alone cannot be the only line of defense. There are steps you can take to help prevent abuse, especially in a childcare setting.
  • Require a background check for child care providers
  • Provide training for staff members and volunteers to recognize the effects of sexual abuse and the grooming process
  • Recognize that abusers can come from any background and typically do not have a record. This applies to people you would never suspect, so be vigilant
  • Abusers seek access to children where the barriers are low, and they can isolate a child, earning their trust. Be the gatekeeper and create a safe environment for your children and employees
  • Ensure that there are always at least two adults with the children and keep in ratio at all times. Note: Specific ratios are required for swimming or wading activities, napping/resting time, transportation, and nighttime care.

Beacon knows the risks involved in running a church, school, or nonprofit can be overwhelming. We have years of experience in guiding people just like you in ways of minimizing risks so you can truly focus on your calling.

Minimize Your Risk Today

Talk with a professional risk management agent about safegaurding your organization. Call us at 850-994-7944 today or
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