jamie ferris 1 cooperative extension staff orientation risk management briefing jamie ferris cic,...
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COOPERATIVE EXTENSIONStaff Orientation
RISK MANAGEMENT BRIEFING
Jamie Ferris CIC, AAI, CPIA
P. W. Wood & Son, Inc.
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The University andThe Associations
Cornell & Associations are affiliated for education & supervision
Cornell has oversight responsibility as agent for the State of New York by virtue of NYS County Law Article 5, 224(b)
Treated separately for risk management & insurance issues:
Therefore Cornell does not offer direct legal or insurance protection to the county Extension Associations
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Extension Associations:A Scattered “University”
CCE owns and leases facilities CCE conducts a wide range of
programming Extensive youth programming Thousands of grants and contracts
processed every year
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Wood Office Role
Extension Administration out sources the risk management services for Associations to The Wood Office
We monitor the insurance programsGeneral liabilityAuto liabilityWorkers compensation4H accident insurance
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CCE Risk Management Process
A systematic program we have in place to prevent losses from happening or prepare to handle losses from unexpected, unintended or accidental events
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Risk: Dave’s Definition
Any event or circumstance that presents the possibility of exposure to loss or danger to CCE as an organization, its Board, staff, volunteers, program participants, the general public or property
Risk may be from internal or external sources.
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The Impact Of Risk
Risk creates an exposure for financial loss
Risk impacts people Risk impacts property Risk impacts operations Risk impacts revenues
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Who Is At Risk Of Liability?
The Association Directors Employees Volunteers Participants
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Liability Exposure Examples
Someone is injured on premises Someone injured during an activity or
program Vehicle accident causing injury or
damage to another party Liability from vendors/contractors Liability assumed from contracts Sexual abuse or molestation exposure
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LEGAL SOURCES OF LIABILITY
COMMONLAW
STATUTORYLAW
JUDICIALINTERPRETATION
LIABILITY GENERATORS
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STATUTORY LIABILITY
THE BIG THREE
CRIMINALLAW
TORTLAW
VicariousLiability
CONTRACTLAW
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Tort Liability Chart
TORT
LAW
PRO D UC T SBL A S T ING
D A NG E RO USA NIM A L S
ST R IC TLIAB ILIT Y
E .P.L .L IBE L
S L A ND E RC O PYRIG HT
IN T EN T IO N ALT O R T S
NE G L IG E NC EPRE M IS E S
O PE RA T IO NSV E HIC L E S
U N IN T EN T IO N ALT O R T S
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A Tort Is Not A Pastry!
A tort is created when you cause an injury to a person or damage to their property that results from your wrongful or negligent act
Usually a civil wrong Does not include breach of contract Four parts to a tort
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#1: There is a Duty Owed
There must be some duty owed to another party i.e. They have a right to personal
safety on your premises or in your activities
Or they must have a protected right i.e. freedom from sexual abuse freedom from libel or slander
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#2: A Breach Of The Duty
There must be a breach of the duty owed injury or damage by your negligence
An invasion of the protected right A person is sexually abused Damage of reputation as a result of
libel or slander
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#3: Harm Results From Breach Of Duty
There must be actual harm as a result of the breach of duty or invasion of right physical injury or death property loss or damage mental anguish
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#4: There is No Legal JustificationFor the Breach of Duty
There is no justification for the actions of the person or organization that caused the breach of duty or invasion of rights There is no legal privilege There is no immunity – good
Samaritan There is no intervening force
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Duty Of Care Hierarchy
Highest duty of care is owed to children
Business inviteesYou are making money off them
Social guestsi.e. A guest in your home
Trespassers even have rights
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Risk & Insurance Review
We review activities & programs We review grant requests We review Contracts We monitor use of CCE facilities by
outside groups
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Why We Review Activities
Is the activity related to CCE’s educational mission?
Check for insurance coverage Check for any unusual risk exposures Recommend safety techniques Collaborative activities with other
organizations for shared liability.
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Why We Review Grants
Is the contemplated program/activity related to CCE’s educational mission
Check for insurance coverage for proposed program or activity
Advise you if the program will generate additional insurance cost
Check for any contractual issues
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Why We Review Contracts
Keep within scope of insurance coverage
Prevent signing of contracts that are outside of the insurance coverage
Negotiate change if necessary CCE should not assume liability by
contract it is protected from by law
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Law Of Contracts
Contract law changes the normal rules of tort law
The contract language governs liability responsibility
New York strictly construes and enforces contract language
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Contractual Liability Issues
HOLD HARMLESS An assumption of risk Limited form is what we want Broad form is what they ask for It is a binding legal obligation
Indemnification A contractual obligation to pay for damages Obligation exists even if there is no
insurance Even if not your fault
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Our “Most Wanted” List
Government contracts Facilities use forms Waivers of liability & assumption of
another party’s liability Equipment leases
All types of equipment “Licenses”
Malls, schools, colleges
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Certificates of Insurance
Certificates of Insurance provide evidence of required insurance coverage
New York insurance regulations strictly govern the issuance of certificates
We review and issue thousands of certificates every year for CCE
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Types of liability insurance
Commercial general liabilityCovers CCE activities and premises
Business auto liability (next slide) Directors & Officers liability Umbrella or excess liability
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Auto Liability
Extension owned vehicles Employee vehicles Volunteer vehicles Commercial driver license
requirements10 passenger vehicles hauling kids &
disabled
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Background checking Staff
Motor vehicle record All new hire prospects must be checked after
offer of employment but before putting on payroll
Background checks Check any staff that will work with youths or
vulnerable populations This includes potential new hires
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Background check Volunteers
Motor Vehicle check
Check volunteers who have driving in their volunteer responsibilities, who drive CCE vehicles, or who will drive on long trips over 100 miles,
Need 2 drivers
Background check All volunteers beyond
board members are required to be checked-no exceptions
Check any volunteer who will volunteer for CCE for more than one calendar day/date per year.
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Risk Avoidance
If a risk cannot be controlled, insured or transferred there is no choice but to avoid the risk altogether
This is an extreme measure to handle risk but may be the only choice
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F.O.R.M. CODE 1501
Guide to Risk management & insurance section
Resource to guide management and staff
Specimen forms List of approved and disapproved
activities
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Submission for reviewNew Program
Use contract/grant submission form Submit for our Risk Management &
Insurance review in the earliest stages of the planning process
Do Not wait until the last minute to bring us in
Do Not assume if another association is doing it we have approved it
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Submission for reviewcontract
Use contract/grant submission form Send complete copy of all documents Give us ample time for review in case
we require a change Nothing should be signed until we
approve Only Board President or ED can sign
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Summary
The Wood Office provides risk management and insurance services to the county Extension Associations as part of the University’s oversight responsibilities to NYS
We are a resource to help you with risk management and insurance issues
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Key Wood Office contacts
Jamie Ferris [email protected]
Karen Supek [email protected]
Erin Shoemaker [email protected]
Office phone: (607) 266-3303