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Risk Management
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Course 7: Risk Management 2
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
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Course 7: Risk Management 3
Agenda Introduction to Risk Management Minimizing Risks to Residents Minimizing Risks to Staff Handling Emergencies Liability and Insurance
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Course 7: Risk Management Chapter 1 4
Property Assets to Protect People – staff, residents, visitors Property – buildings, facilities,
equipment, materials Community Goodwill – reputation,
stature in the community, appeal to prospective residents
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Course 7: Risk Management Chapter 1 5
Definition of Risk Management Risk Management is a process that
involves recognizing, confronting and preparing for any potential threat to your property.
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Course 7: Risk Management Chapter 1 6
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 Build financial protection to cover risks
that cannot be eliminated Set up policies and procedures to carry
out the risk management process.
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Course 7: Risk Management 7
Areas to Address Minimizing Risk to Residents and
Staff Emergency Planning and Handling Liability Insurance
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Course 7: Risk Management Chapter 1 8
Effective Practices Conduct, document and maintain
periodic inspections Involve everyone in risk
management Stay current with changes in health
and safety laws and regulations Document and update safety
records
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Course 7: Risk Management Chapter 1 9
Effective Practices, cont.
Implement preventive maintenance procedures
Post and communicate safety procedures. Establish and enforce safety programs for
the entire multifamily housing community Educate site personnel and residents on
their role and responsibility Understand how insurance and contracts
transfer risk
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Course 7: Risk Management Chapter 1 10
Activity # 1
Work 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 risk.
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Chapter 2
Minimizing Risk to Residents
Course 7: Risk Management 11
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Course 7: Risk Management Chapter 2 12
Areas to Address Property Hazards Crime Deterrence Environmental Hazards
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Course 7: Risk Management Chapter 2 13
Property Hazards: Habitability
Suitable maintenance of housing properties is known as habitability.
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Course 7: Risk Management Chapter 2 14
Required Housing Provisions Protection from weather with roofs,
walls and windows Working water, heat, air
conditioning, electrical, plumbing and lighting systems
Trash collection and pick-up Clean and safe elevators, lobbies,
stairwells and other common areas
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Course 7: Risk Management Chapter 2 15
Required Housing Provisions, continued
Elimination or warning of environmental hazards
Control of nuisances such as excess noise and overcrowding
Maintenance of all appliances and equipment supplied
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Course 7: Risk Management Chapter 2 16
Steps to Ensure Habitability Conduct, document and maintain periodic
inspections Follow a preventive maintenance program Keep current and comply with building,
housing, health and safety codes Keep records of all requested and
completed repairs, inspections and preventive maintenance
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Course 7: Risk Management Chapter 2 17
Steps to Ensure Habitability, cont.
Encourage residents to notify management of needed repairs and make repairs quickly
Inspect repairs upon completion Follow-up with residents to ensure
the repair work was satisfactory
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Course 7: Risk Management Chapter 2 18
Activity # 2 and 3
Types of Property Hazards
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Course 7: Risk Management 20
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Course 7: Risk Management 22
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Course 7: Risk Management 23
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Course 7: Risk Management 24
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Course 7: Risk Management Chapter 2 25
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 property Notify the manager of needed major repairs and
normal usage maintenance Perform minor repairs (replace light bulbs, clean
drains)
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Course 7: Risk Management Chapter 2 26
Crime Deterrence Stay informed of neighborhood
crime Respond quickly to neighborhood
crime Control building access and keys Provide adequate lighting Complete employee background
checks
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Course 7: Risk Management Chapter 2 27
Governing Agencies Environmental Protection Agency
(EPA) Occupational Safety and Health Administration (OSHA)
State and County Health and Environmental Departments
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Course 7: Risk Management Chapter 2 28
Types of Environmental Hazards Asbestos Freon Lead Radon Carbon Monoxide Mold
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Course 7: Risk Management Chapter 2 29
Asbestos
Asbestos is: a mineral that is supposed to be
inextinguishable when set on fire. found in pipe wrapping, acoustical
ceilings, floor tile and caulking in joint and spackling compounds
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Course 7: Risk Management Chapter 2 30
Freon
Freon is: a shortened term for
chlorofluorocarbon a gas used in appliances and HVAC
systems to provide cooling known to deplete the ozone layer
protecting the earth’s atmosphere
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Course 7: Risk Management Chapter 2 31
Lead
Lead: can cause lead poisoning and
serious disabilities is found in paint, soils, lead pipes
and lead-based solder used on copper pipes
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Course 7: Risk Management Chapter 2 32
Radon
Radon: as a radioactive gas emanating from
uranium-rich soil or water can enter a building through the
water supply, building material and soil beneath he building
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Course 7: Risk Management Chapter 2 33
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, fireplaces, kerosene space heaters, gas dryers and water heaters that are not properly ventilated
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Course 7: Risk Management Chapter 2 34
Mold
Mold: comes from various moisture
sources is also known as mildew and fungi is found almost anywhere grows on wood, paper, carpet, foods
and insulation
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Course 7: Risk Management Chapter 2 35
Components of Resident Education Ensure residents understand they are
responsible for their personal safety Provide safety information and
emergency numbers in the resident handbook
Periodically update safety information Clearly communicate that management
cannot guarantee resident safety Tell residents that management is not
liable for resident property
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Course 7: Risk Management Chapter 2 36
Components of Resident Education, continued 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 key Get to know the neighbors and watch out for
one another Report all crime to police authorities Complete an incident report for management
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Course 7: Risk Management Chapter 2 37
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 Program
80% have disaster/emergency management procedures in place
Only 36% of the firms managing these units conduct formal security assessments for their communities
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Course 7: Risk Management Chapter 2 38
Recommendations Know what’s going on Communicate with residents Screen and check backgrounds Strengthen relationships with legal
authorities
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Course 7: Risk Management Chapters 1 and 2 39
Skill Check #1
Chapters 1 and 2 – Risk Management
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Chapter 3
Minimizing Risks to Staff
Course 7: Risk Management 40
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Course 7: Risk Management Chapter 3 41
Safe Working Conditions
Employees 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
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Course 7: Risk Management Chapter 3 42
OSHA RegulationsBeing informed of OSHA regulations and
performing regular inspection will help you:
prevent a situation where you fail to meet code standards during an OSHA review
Reduce/avoid possible claims an injured employee might file against you
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Course 7: Risk Management Chapter 3 43
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
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Course 7: Risk Management Chapter 3 44
Purpose of Hazard Communication Standard
The Hazard Communication Standard is intended to educate employees:
of the hazardous chemicals they work with
on how to use them properly on how to avoid potential accidents
or injuries
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Course 7: Risk Management Chapter 3 45
Employer Compliance Requirement Hazard Evaluation Labeling Material Safety Data Sheets (MSDS) Information and training programs Written Hazard Communication Plan
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Course 7: Risk Management Chapter 3 46
Hazard Evaluation Identify and disclose available
scientific data concerning hazards Identify chemicals based on statute
requirements Provide appropriate labeling
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Course 7: Risk Management Chapter 3 47
Labeling Identity of the hazardous materials Appropriate hazard warnings First aid instructions Name and address of the chemical
manufacturer or distributor
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Course 7: Risk Management Chapter 3 48
Labeling, continued
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Course 7: Risk Management Chapter 3 49
Labeling, continued
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
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Course 7: Risk Management Chapter 3 50
Material Safety Data Sheets (MSDS)MSDS: is a document that describes the health
and physical hazards associated with a particular chemical
Must be prepared and provided to all users
Must be written in English to conform to Hazard Communication Standard requirements
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Course 7: Risk Management Chapter 3 51
Minimum MSDS Requirements Chemical mixture Hazardous condition Manufacturer and distributor Directions for safe handling of the substance Explanation of why the chemical is hazardous Ways that one might be exposed to the hazard Actions to take if exposed to the chemical Actions to take if the chemical is spilled or an
emergency arises from its use
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Course 7: Risk Management Chapter 3 52
Information and Training ProgramsInformation provided to employees should
include: Written Hazard Communication Plan List of hazardous material in the
workplace Location of Material Safety Data Sheets
(MSDS) Explanation of non-routine tasks Relationship employers have to outside
contractors
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Course 7: Risk Management Chapter 3 53
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 workplace
Review MSDS information and check to make sure all chemicals have an MSDS
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
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Course 7: Risk Management Chapter 3 54
Written Hazard Communication Plan, cont.
Plans to ensure compliance:
Hazardous materials in the workplace will be properly labeled
MSDS forms will be maintained 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
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Course 7: Risk Management Chapter 3 55
Lockout/Tagout Standard
Requires the de-energizing or placinglocks and tags on: Electrical switches Liquid or gas valves Other energy control points
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Course 7: Risk Management Chapter 3 56
Lockout/Tagout RequirementsMust: be a written document be accessible to employees at all times
during normal working hours establish contractor responsibilities establish annual auditing procedures establish inventory of hazardous energy
sources and procedures to de-energize equipment
detail training and retraining programs
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Course 7: Risk Management Chapter 3 57
Inventory Hazardous Energy Sources Electrical Hydraulic Chemical Pneumatic Mechanical Thermal
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Course 7: Risk Management Chapter 3 58
Who Needs Training Authorized employees (those actually
performing service and maintenance)
Affected employees (those who are affected by actions of authorized employees)
Other employees (office employees)
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Course 7: Risk Management Chapter 3 59
Contents of Training The scope of the standard Methods and procedures to de-
energize equipment Employee responsibilities Auditing procedures Hazardous energy inventory
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Course 7: Risk Management Chapter 3 60
Assignment of Duties Maintain the written program Notify employees of the written plan,
including information on requesting a copy of the program
Notify outside contractors of the property’s lockout/tagout requirements and guidelines
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Course 7: Risk Management Chapter 3 61
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 Human Immune Deficiency Virus (HIV).
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Course 7: Risk Management Chapter 3 62
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 accidents Offering employees the HBV vaccine Establishing a written exposure control plan Communicating hazards to employees Training and retraining
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Course 7: Risk Management Chapter 3 63
Exposure Control Plan
The Exposure Control Plan must be in writing and should include:
an exposure determination a schedule and method of implementation post-exposure evaluation and follow-up interaction with health care professionals training
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Course 7: Risk Management Chapter 3 64
Who Needs Training Each property must provide formal
training for employees who engage in potential exposure activities as defined by the standard.
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Course 7: Risk Management Chapter 3 65
Contents of Training Scope of the standard Basic definitions of bloodborne pathogens Exposure parameters Methods of compliance Inoculation/HBV Decontamination and proper disposal Reporting incidents and procedures to
follow with a healthcare provider Recordkeeping parameters and follow-up
procedures
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Course 7: Risk Management Chapter 3 66
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.
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Course 7: Risk Management Chapter 3 67
Electrical Safety-Related Work-Practice Program
Phase Two of OSHA’s Lockout/Tagout Standard for training “qualified” and “unqualified” employees who perform electrical service
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Course 7: Risk Management Chapter 3 68
Qualified Employee Training includes: Basic electrical principles Safety related work practice (proper
hand and power tool usage) Emergency procedures and
response
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Course 7: Risk Management Chapter 3 69
Unqualified Employee Training includes:
Basic electrical principles Emergency procedures and
response
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Course 7: Risk Management Chapter 3 70
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,
personnel records mandated by the regulations Interview Personnel Observe areas that aren’t covered by the
employers’ consent or the inspection
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Course 7: Risk Management Chapter 3 71
Criteria for Selecting Facilities to Inspect Imminent danger Catastrophes and fatal accidents Employee complaints/referrals Programmed inspections Follow-up inspections
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Course 7: Risk Management Chapter 3 72
Record Keeping Injury and illness records for the
past five (5) years All required written programs OSHA Form 300A OSHA poster Documentation of all training and
written assessments Medical and exposure records
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Course 7: Risk Management Chapter 2 73
Activity # 4
What Would You Do?
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Chapter 4
Handling Emergencies
Course 7: Risk Management 74
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Course 7: Risk Management Chapter 4 75
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
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Course 7: Risk Management Chapter 4 76
Emergency Plan
An emergency plan can help: Conserve limited resources during an
emergency Prevent poor performance Limit or avoid negative media attention Limit liability for your multifamily housing
community Help you meet regulatory requirements
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Course 7: Risk Management Chapter 4 77
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 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
experiences
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Determining Type of Probability Review historical data Proximity Adjacent properties Weather and geography Residents Property arrangement Property infrastructure
Course 7: Risk Management 78
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Course 7: Risk Management Chapter 4 79
Impacted Entities People Property Business
The goal should be to minimize impact on the residents, staff and business operations.
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Course 7: Risk Management Chapter 4 80
What to Include
The plan should specify details for: Prevention Detection Communication Evacuation Containment/Mitigation Recovery Public Relations
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Course 7: Risk Management Chapter 4 81
Common Emergencies Fire Natural Disasters Technological disasters Criminal Incidents First Aid situations
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Course 7: Risk Management Chapter 2 82
Activity # 5
Property #1-3 Handling Emergencies
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Course 7: Risk Management Chapters 3 and 4 83
Skill Check #2
Chapters 3 and 4 – Risk Management
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Chapter 5
Liability and Insurance
Course 7: Risk Management 84
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Course 7: Risk Management Chapter 5 85
Liability
A duty owed A breach of that duty Damages resulting directly therefrom
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Course 7: Risk Management Chapter 5 86
Loss Prevention and Control
Loss Prevention: Being proactive in preventing losses
Loss Control: Doing everything you can to
mitigate or lessen the impact of the loss once it occurs
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Course 7: Risk Management Chapter 5 87
Cancellation
Insurance policies may be canceled under the following conditions:
failure to pay the premiums failure to remedy an identified
hazard new risk factors
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Course 7: Risk Management Chapter 5 88
Property Insurance Covers property loss and/or damage
to buildings, their contents and external equipment.
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Course 7: Risk Management Chapter 5 89
Coverage Examples Fire Mechanical Equipment Burglary and Robbery Rent Loss Flood Loss Business- interruption
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Course 7: Risk Management Chapter 5 90
Fidelity Insurance Fidelity insurance and bonds cover
losses from frauds and thefts by employees and in some cases by third parties.
Sometimes referred to as “crime insurance”.
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Course 7: Risk Management Chapter 5 91
Workers’ Compensation Insurance Provides employee medical and lost
wage benefits in the event of a work related injury or illness.
Benefits are paid to the employee regardless of liability.
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Course 7: Risk Management Chapter 5 92
Third Party Liability Insurance General Liability Errors and Omissions
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Course 7: Risk Management Chapter 5 93
General Liability
General Liability coverage includes:
Bodily injury Property damage Personal injuries
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Course 7: Risk Management Chapter 5 94
Incident An incident includes all accidents,
crimes, property losses and resident losses.
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Course 7: Risk Management Chapter 5 95
Claims Avoidance Criminal episode or injury Security representations Referral to police Confidentiality Locked files Documentation
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Course 7: Risk Management Chapter 5 96
Handling Claims Incident report Follow up and document Photographs Rent concessions Promises Medical bills Claims re: resident car Police reports
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Course 7: Risk Management Chapters 5 97
Skill Check #3
Chapters 5 Risk Management