Loading...
Resolution No. 24-20RESOLUTION NO. 24-20 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, ADOPTING A PARKS AND RECREATION RISK MANAGEMENT PLAN (EXHIBIT A); AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of Atlantic Beach has a beautiful park system along with multi- purpose community centers and other amenities, and administers an array of Parks and Recreation programming; and WHEREAS, to preserve and protect parks, community centers and other City amenities, along with safeguarding the City's interests for the benefit of all residents, the City must have and adhere to a comprehensive risk management policy that parallels laws and regulations of the State of Florida, the ordinances of the City of Atlantic Beach, the City's Parks Master Plan, the City's Comprehensive Plan, and City Commission -established priorities and goals; and WHEREAS, this Parks and Recreation Risk Management Plan (Exhibit A) is a framework document that identifies the plans and procedures used in the management of the risks associated with operating and administering City parks, community centers, amenities and programming. NOW THEREFORE, be it resolved by the City Commission of the City of Atlantic Beach as follows: SECTION 1. The City Commission hereby adopts the Parks and Recreation Risk Management Plan (Exhibit A). SECTION 2. This Resolution shall take effect immediately upon its passage and adoption. PASSED AND ADOPTED by the City of Atlantic Beach, this P day of April 2024. r,w �&1141 Curtis Ford, Mayor Attest: //� 0461v� Donna L. Bartle, City Clerk Approved as to form and correctness: Jasriel, City Attorney Exhibit A CITY OF ATLANTIC BEACH PARKS AND RECREATION RISK MANAGEMENT PLAN PURPOSE The City of Atlantic Beach has a beautiful park system along with multi-purpose community centers and other amenities, and administers an array of Parks and Recreation programming. To preserve and protect parks, community centers and other City amenities, along with safeguarding the City's interests for the benefit of all residents, the City must have and adhere to a comprehensive risk management policy that parallels laws and regulations of the State of Florida, the ordinances of the City of Atlantic Beach, the City's Parks Master Plan, the City's Comprehensive Plan, and City Commission -established priorities and goals. The Parks and Recreation Risk Management Plan is a framework document that identifies the plans and procedures used in the management of the risks associated with operating and administering City parks, community centers, amenities and programming. POLICY 1. Overview The City will make reasonable efforts to ensure that all Parks and Recreation facilities and functions are safe and legally compliant, and are maintained for safe and healthy working conditions by following standardized practices designed to safeguard employees and citizens. The City will adhere to a risk management plan designed to minimize hazards that can result in personal injury, property damage or financial loss. 2. Risk Management Principles The following principles guide the City's risk management approach: • Proactive Identification: The City will proactively identify potential hazards and risks through regular inspections, risk assessments, and employee feedback. • The City will utilize the permitting process to ensure that City facilities are utilized according to the standards outlined above. • Risk Assessment: The City will assess the likelihood and severity of identified risks to prioritize mitigation efforts. • Risk Mitigation: The City will implement appropriate controls to reduce the likelihood or impact of identified risks. These controls can include engineering controls (e.g., installing handrails), administrative controls (e.g., enforcing safety rules), and personal protective equipment (PPE). • Continuous Improvement: The City will regularly review and update this policy and the City's risk management practices to ensure effectiveness. 3. Risk Identification and Assessment A comprehensive risk assessment report will be conducted at least annually to identify potential threats in various areas, including: • Safety: Slips, trips, and falls, electrical hazards, fire hazards, injuries due to equipment use. • Security: Theft, vandalism, trespassing, violence. • Health: Foodborne illness, exposure to chemicals, communicable diseases. • Operational: Equipment failure, power outages, natural disasters, crowd control. • Usage: Ensure that the permitting process is enabling the City to manage the safe use of City amenities. • Environmental: Damage to trees, soil, dunes, and the shoreline. 4. Risk Mitigation Strategies Based on the risk assessment, various mitigation strategies will be implemented, such as: • Safety: Regular maintenance of facilities and equipment, clear signage, safety training for staff, emergency preparedness plans. Regular safety meetings. • Security: Access control systems, security cameras, clear visitor policies. • Health: Proper food handling procedures, hygiene protocols, first-aid kits, training on communicable disease prevention. • Operational: Permitting, preventative maintenance programs, emergency response procedures, insurance coverage, communication plans. 5. Implementation The City will utilize the following means of implementation: • Parks and Recreation management will participate on the City Safety Committee, in addition to their weekly safety meetings. • Parks and Recreation management will work with the Risk Manager in specific areas related to the department programs, parks and facilities. • Parks and Recreation management along with the Risk Manager will evaluate and propose updates to the Parks and Recreation Risk Management Plan at least annually and as needed for City Manager approval. • The Risk Manager will provide Parks and Recreation staff with ongoing training opportunities that emphasize safety in the workplace. • Parks and Recreation staff will maintain safety inspection procedures for parks, facilities and N equipment. a CITY OF ATLANTIC BEACH POLICY ESTABLISHING A RISK MANAGEMENT PLAN FOR CITY PARKS AND COMMUNITY CENTERS RISK MANAGEMENT PLAN Section 1. Introduction The City is committed to providing a safe environment for all visitors, staff, and occupants of City parks, community centers and public amenities (herein referred to as Parks and Recreation facilities), and all Parks and Recreation program participants. This Risk Management Plan outlines the framework for identifying, assessing, mitigating, and controlling potential risks associated with Parks and Recreation facilities and functions. Section 2. Authority and Responsibility The Parks and Recreation Risk Management Plan is approved by the City Commission and administered by the City Manager via the Risk Manager/Human Resources Director (herein referred to as Risk Manager) along with designated Parks and Recreation management. Section 3. General Guidelines for Parks and Recreation Facilities • Facility Policies. Parks and Recreation staff should enforce specific rules as related to each Parks and Recreation facility. The permitting process will be utilized to manage use of the facilities. Specific Parks and Recreation facility policies should cover the following areas: o Personnel utilized o Supervision o Equipment used o Keys/security o Inspections o Emergency response procedures o Phone access o Opening/closing procedures o Signage • Group Activities. One of the key elements to ensuring that our parks and facilities are utilized according to the standards outlined above is for the City to be made aware of usage and plan accordingly. Therefore, all group activities and visits on a recurring basis, must receive a permit. • Commercial Activities. Commercial or business activities of any kind for which any participation or admission fee is charged or any revenue is otherwise derived in Parks and Recreation facilities is prohibited unless otherwise authorized by agreement with the City or by permit. Ed C) ao rZ n CITY OF ATLANTIC BEACH POLICY ESTABLISHING A RISK MANAGEMENT PLAN FOR CITY PARKS AND COMMUNITY CENTERS Section 4. Audits and Inspections Systematic audits and inspections are important to maintain the safety of our patrons and employees. They are also used to identify future issues. Employees will conduct regular inspections of their work areas, equipment and tools. If potential exposures or deficiencies are identified, employees are expected to communicate to their supervisors if the employees are not able to rectify the situation immediately. Regular inspections are a required for buildings, playgrounds, equipment, chemicals, and vehicles. Section 5. Emergency Plans and Procedures An emergency action plan should be adopted for each Parks and Recreation facility. The plan should be reviewed annually and will be published on the City website. Section 6. Staff responsibilities Parks and Recreation staff should: • Consider patron and employee safety in the planning and delivery of programs and maintenance of facilities. • Maintain a safe and healthy working environment. • Maintain safety of equipment. • Sustain an adequate level of education and awareness of safety procedures. • Adhere to safety standards. • Control the work area and direct work activities to prevent accidents and injuries. Assure that necessary personal protective equipment and machinery safeguards are used. • Conduct work in a safe manner and bring unsafe conditions or potential hazards to the supervisor's attention. • Become thoroughly familiar with the City of Atlantic Beach Safety Manual and adhere to its contents in performing job tasks. • Receive safety training on all equipment used in their area of responsibility. Parks and Recreation Supervisors and Managers should: • Anticipate potential hazards and mishaps ahead of time and take reasonable steps to prevent these events. • Allow and encourage employees to attend training courses related to safety and risk management. • Hold staff accountable for following established rules, procedures, and policies. • Provide training on equipment, procedures, leadership, and safety to employees. • Encourage safe work practices. • Keep the Risk Manager informed on matters dealing with risk management. • Enforce all risk management policies and procedures. ro oo a - CITY OF ATLANTIC BEACH POLICY ESTABLISHING A RISK MANAGEMENT PLAN FOR CITY PARKS AND COMMUNITY CENTERS Section 7. Accident/Incident Reporting Tracking safety issues through effective accident and incident reporting mitigates future issues. Parks and Recreation staff utilizes the Risk Management forms and procedures for accidents and incidents to ensure consistent tracking and information collection. Reporting is performed when: • A staff member experiences an injury • Staff member provides assistance to others who have experienced an accident or incident • Equipment, vehicles, or property (private or public) is damaged • Staff member is notified of an accident or incident Reporting is each staff member's responsibility. Reports are filled out by the first employee on the scene or employee involved in the incident, the supervisor on duty, and the Department Head. The signature from each of these three individuals indicates that each person has read and completed the report appropriately. The final signatory turns in the report to the Risk Manager within 24 hours of the incident. If the incident needs immediate attention, the supervisor or manager will contact the Risk Manager as soon as possible to notify him/her of the situation and fax over the report although other signatures may be needed after the fax has been sent. Forms are available in the City's common drive or in the Parks Administration Offices. Section 8. Identifying Risks Identifying risk is perhaps the most important step in the risk management process. Methods for identifying risks include: • Evaluation of Records — Evaluations of inspections, incident and accident reports, claims, meeting minutes, employee appraisal comments, program evaluations, etc. • Checklists (for Facility and equipment maintenance) • Consultants/Data/Best Practices — Capitalization on professional expertise and the experience of other municipalities and/or organizations. • Investigations - Follow investigations of accidents, incidents, and close calls reported to the Risk Manager. 1. Facility Safety Procedure Parks and Recreation management or a designee should be responsible for the following: • Inspect buildings, equipment, facilities, and practices to identify and eliminate actual or potential unsafe practice(s) and condition(s). • Use work orders to resolve any unsafe conditions. Notify the City Manager and Risk Manager if the work order goes unresolved or if there is an immediate threat to the safety of citizens and Lr) staff. ro CITY OF ATLANTIC BEACH POLICY ESTABLISHING A RISK MANAGEMENT PLAN FOR CITY PARKS AND COMMUNITY CENTERS • Building walkthroughs should be done regularly at each facility with monthly inspection forms completed and filed. The person performing the daily walkthrough should inspect for each category on the inspection sheet and record their findings on the sheet. o The employee performing the walkthrough should look for furniture, debris, liquids, or any foreign object on walkways and hallways. Also, the employee should look for holes, cracks, and impassible terrain in the walkways. Foreign objects, cracks and other hazards should be marked as a hazard. o Ensure doors and locks are operating properly. Doorknobs should be turned both ways and all mechanisms observed. Locks should lock and unlock with the proper key(s), and any malfunction of the locking apparatus should be noted and reported. Ensure the doors are sturdy and verify that they open and close freely when the knobs, handles, or latches are turned and locks unlocked. Also verify that handicap accessible doors are working properly. o Check to ensure all emergency exit signs are lit, operational, and intact. o Ensure fire extinguisher is readily accessible. o Inspect restrooms for signs of water leakage, breakage in the tile or baseboard stripping surfaces, proper functioning of stall doors and other hardware, and all other necessary mechanisms. Remove any hazards from the area. o Check for liquids and other slipping hazards on the floors of public and restricted areas. Remove all such hazards according to established codes. (If unsure, secure area then check with supervisor.) o Check the condition of all ceiling tiles. Look for water damage or other damage or deformation. Report any damage and submit a work order as needed. o Ensure all janitorial supplies are properly stored and not accessible to the public. 2. Safety Inspections Parks and Recreation staff should conduct monthly inspections at all community centers and other recreation facilities and amenities. This includes the regular inspection of equipment used by staff, volunteers, and program participants. Parks and Recreation staff shall comply with all local, state, and federal regulations related to the operations of its facilities. All licenses and recent inspection reports are kept on record on site per these regulations, City and Department policy, or procedure notes in operational manuals. After an inspection is made and recorded, it should be forwarded to the department head(s) in the supervisory chain of command along with the Risk Manager. This form is to be kept on file by Parks and Recreation management on the shared electronic drive (0) and/or the City's LaserFische database. • Playgrounds. Staff should make inspection of playgrounds in the parks on a regular basis not less than once a month. • Site Furnishings. Inspection of site furnishings in the parks should be made on a regular basis not less than once a quarter. a CITY OF ATLANTIC BEACH POLICY ESTABLISHING A RISK MANAGEMENT PLAN FOR CITY PARKS AND COMMUNITY CENTERS • Signage. An inspection of park signage should be made on a regular basis not less than once a quarter. • Structures. Inspection of park structures is made under the general supervision of the Parks Maintenance staff on a regular basis not less than once a month. • Open Space. An inspection of open space in parks should be made on a regular basis not less than once a month. • Assessment of Trees. An assessment of trees in parks and at City facilities should be made on a regular basis not less than once a quarter. Section 9. Risk Transfer Risk transfer is the shifting of risk from one party to another. To transfer risk, the City utilizes insurance; indemnification and hold -harmless clauses; insurance requirements in agreements/contracts and permits; and participant waivers. 1. Agreements/contracts and permits Agreements (aka contracts) and permits are used to define the relationship between the City of Atlantic Beach and another party as it pertains to allowing specific activities at City facilities. An agreement is required when there is a service provided or conducted by an individual, business (must be a registered business entity in good standing), agency or organization on City property. While all City agreements must have the City Manager's approval, permits are authorized by Parks and Recreation management and are required in all instances of reserving or renting City facilities not otherwise authorized via an agreement with the City or otherwise approved by the City Manager. Agreements and permits protect the City's assets, so it is imperative that they are as detailed as possible. All agreements should be submitted at least 60 days in advance of the event or start of the agreement and should be approved at least 30 days in advance of the event or start of the agreement. Large events may require additional review time. Agreements include but are not limited to extended media events, high-risk activities, permitted activities and events, programs, sponsorships/partnerships, and installation of equipment. Management's signature authority shall be accompanied by the City Manager's signature. All terms and conditions of agreements must be typed into the agreement. No handwritten changes shall be accepted. Events and/or service should not be held unless an agreement is fully executed (signed by all parties) and proof of insurance is provided if required in the agreement. o Required Terms and Conditions of Agreements. Indemnity - All agreements and permits shall require the other party(ies) to indemnify, defend and hold harmless the City, its officers, officials, employees and agents from and against any liability, loss, damage, expense and cost (including without limitation costs and attorney fees of litigation) of every nature arising out of or in connection with work, activity and or operation performed under the agreement, except such loss or damage which was caused by the sole negligence or willful misconduct of v the City. CITY OF ATLANTIC BEACH POLICY ESTABLISHING A RISK MANAGEMENT PLAN FOR CITY PARKS AND COMMUNITY CENTERS o State and Applicable Laws - All agreements and permits shall be interpreted in accordance with the laws of the State of Florida. The contracted party shall be required to comply with all applicable laws, rules and regulations of all governmental authorities having jurisdiction over the performance that agreement, including the Federal Occupational Health and Safety Act and all state and federal laws prohibiting and/or related to discrimination by reason of race, sex, age, religion, national origin, or sexual orientation. 2. Insurance - Every agreement entered into on behalf of the City shall have an insurance requirement approved by the Risk Manager. o The City of Atlantic Beach shall be listed as an Additional Insured on each general liability policy. o An original certificate of insurance shall be provided as evidence of coverage. The certificate of insurance must identify the contractor as the insured party (name must be the same as listed in the agreement) and insurance coverage must meet the City's requirement and be reviewed/approved by the Risk Manager. The certificates of insurance are to be signed by a person authorized by that insurer to bind coverage on its behalf. o Endorsements and Waivers of Subrogation as specified in the agreement identifying the City of Atlantic Beach as an Additional Insured must accompany the insurance certificate. o The City of Atlantic Beach Purchases insurance for a variety of coverages, including, but not limited to, general liability, flood, environmental hazards and cybersecurity. o Employees and Volunteers — Liability Coverage - The City provides liability coverage for all employees and volunteers working a City event within their scope of duties. o Employees and Volunteers — Workers' Compensation Coverage - Employees and volunteers acting within the course and scope of their specified duties for a City event are covered under the City's Workers' Compensation Program. The City may elect to use third -party volunteer organizations to transfer the risk of employee and volunteer activities over which it does not have operational control, or wherever it is fiscally responsible to do so. Waivers - A waiver is a written agreement between a service provider, such as the City of Atlantic Beach, and the participant wherein the participant agrees to absolve the provider of any fault or liability for injuries resulting from the ordinary negligence of the provider, its employees or its agents. It is the duty of Parks and Recreation management ensure the completion of any release, waiver, agreement or permit to participate required of a participant. All waivers shall be reviewed and approved by the Risk Manager and City Manager. KOC a, CITY OF ATLANTIC BEACH POLICY ESTABLISHING A RISK MANAGEMENT PLAN FOR CITY PARKS AND COMMUNITY CENTERS