In 2011

•  53,884 people were injured in crashes on Virginia roadways
• 751 people died in crashes in Virginia (DMV, preliminary)
•  80 percent of crashes and 65 percent of near crashes were caused by distracted driving

Punching in a number takes just a few seconds, but when you’re traveling at least 55mph, you’ll drive the length of a football field while looking down at your phone. That’s dangerous.  And even if someone calls you, talking on the phone increases your chances for a crash by four times .

Studies have shown that when you are talking on the phone or texting you will experience cognitive blindness, meaning your eyes are open but your brain is not processing what you see. 

That’s why sharing information about distracted driving is so important.

April is Distracted Driving Awareness Month, but the time is now to start planning on how you will share this important information with your employees and your citizens.

Join DRIVE SMART Virginia and VML Insurance Programs in reminding everyone that driving distracted can be deadly, so buckle up and put the phone down. 

DRIVE SMART Virginia has a number of helpful outreach tools for Distracted Driving Awareness Month on their website, including sample tweets, sample e-mail ideas, and a sample newsletter article.  Examples of tweets include:

• One text or call could wreck it all.
• Buckle up, phone down.

VML Insurance Programs also offers a wealth of information on safe driving including bulletins, videos, and defensive driving training tools.  For more information on these and other resources visit: www.vmlins.org.

VMLIP offers more than just coverage.  We are partners in risk management.

How does your insurer stack up?  Having all lines of coverage with VMLIP ensures that your organization is receiving comprehensive coverage and a wide variety of value-added services tailored to Virginia’s local governmental entities.  Call for a quote today: (800) 963-6800.

For more information on VMLIP visit: www.vmlins.org or follow us on Facebook.

Operation of seasonal power tools and equipment such as leaf collectors, walk-behind snow blowers, chain saws, and power tools could easily add up to an overexposure situation for the operator. 

Procurement practices to purchase quieter tools should be incorporated into your purchasing plan to minimize costly hearing loss claims.  Additionally, workers who are exposed to excess levels of noise on a regular basis tend to be operating at higher stress levels. 

Who wants to add stress to our already stressed workforce?  Take a look at the information offered by NIOSH for tips on purchasing quiet tools and equipment.

VMLIP offers more than just coverage.  We are partners in risk management.  How does your insurer stack up?  Having all lines of coverage with VMLIP ensures that your organization is receiving comprehensive coverage and a wide variety of value-added services tailored to Virginia’s local governmental entities.  Call for a quote today: (800) 963-6800.

For more information on VMLIP visit: www.vmlins.org or follow us on Facebook.

Because many drivers are commuting during dawn and dusk, when deer are most active, the potential for driver deer strikes risk remains high.

Usually these encounters only result in vehicle damage, however there are times when the occupants of the vehicle are seriously injured or killed.  Many fatalities are the result of drivers attempting to swerve to miss the deer, only to run into another vehicle or off of the road and strike a tree, overturn, or some other mishap.

According to the Highway Loss Data Institute, in 2007, the last year the data was updated, approximately 1.2 million deer-motor vehicle collisions occur annually resulting in about 223 occupant deaths and more than $1 billion in vehicle damage.  More precise data are hard to come by because not all collisions with deer are reported.  On average, the collisions cost $2,800 per incident; $10,000 if there is injury to the driver or a passenger.

For the policy years that covered 2007-2011, VML Insurance Programs received 327 auto physical damage claims related to deer strikes.  A total incurred cost of $696,770 was reported, indicating the average cost per claim was about $2,131. 

These figures do not include any bodily injury data which would likely send these numbers higher. 

To protect yourself from deer while driving, follow these recommendations:

Be alert: Be especially alert at dawn and dusk, which are the peak movement times for deer.  Watch for deer crossing signs, slow down and be alert in these areas.  Deer crossing signs are usually placed in areas where deer-vehicle collisions have already occurred.

Slow down: To avoid hitting a deer, slow down while driving.  Driving at slower speeds will allow the driver more time to spot, react, and avoid deer crossing into their path.  Following the speed limit or driving slower than the posted speed in areas where deer have been spotted frequently is one of the best ways to avoid hitting a deer.

Use high beams: It is important to use high beams in areas where deer are likely to be found, such as secluded back roads, golf courses, along streams, or wooded areas.  High beams won’t deter deer from wandering or running into the road, but they will help the driver see an approaching deer sooner, giving the driver more time to react.

Avoid distractions: One of the best ways to prevent hitting a deer is to avoid distractions.  This includes talking or texting on your phone or fumbling with the radio or temperature controls while driving.  As with any other type of car crash, a driver has less time, if any, to react to a situation when they are distracted. 

Hit the deer if you can’t avoid it: Unfortunately, there may still be situations in which hitting a deer is entirely unavoidable.  If a driver feels they are about to hit a deer, the best thing to do is just hit it. 

If you cannot avoid hitting a deer, take your foot off the brake at the time of impact so that the front end of your vehicle will lift up, minimizing the possibility of the deer being thrown up over the vehicle and into the windshield, possibly entering the passenger compartment.

More injuries and deaths occur to those who choose to swerve — ultimately finding themselves wrapped around a tree, telephone pole or even another vehicle.  Although the car may have some damage, it is likely the injuries following a deer strike will not be as bad as if the driver had swerved.

VMLIP offers more than just coverage.  We are partners in risk management.

How does your insurer stack up?  Having all lines of coverage with VMLIP ensures that your organization is receiving comprehensive coverage and a wide variety of value-added services tailored to Virginia’s local governmental entities.  Call for a quote today: (800) 963-6800.

For more information on VMLIP visit: www.vmlins.org or follow us on Facebook.

** VMLIP blog postings are offered for VMLIP members to utilize in strengthening their risk management efforts.  See copyright information for clarification on sharing this information.

Each year the Occupational Safety and Health Administration (OSHA) publishes a list of the most frequently cited violations from the previous 12 months.  Knowing this, we should focus on addressing these highly cited areas, but not forget about other safety and health obligations we have to employees as well. 

As you prepare for your required annual training take a look at these areas of safety concern and be sure to address them throughout the year if any or all apply to you and your organization.  For additional safety and health information or training assistance, visit our Web site at www.vmlins.org, and look at our training calendar or Multimedia Library for assistance.

OSHA’s Top 10 Violations for Fiscal Year 2011

1)  Fall Protection: 1926.501

• Fall protection requirements for residential construction 1926.501(b)(13)
• Fall protection for walking/working surfaces 6 feet or higher above lower levels 1926.501(b)(1)
• Fall protection requirements for roofing activities on low-slope roofs 1926.501(b)(10)
• Fall protection requirements for a steep roof 1926.501(b)(11)
• Protection from falling through holes 1926.501(b)(4)

2)   Scaffolding: 1926.451

• Fall protection on scaffolds higher than 10 feet above a lower level 1926.451(g)(1)
• Requires each platform on all working levels to be fully planked or decked between the front uprights and the guardrail supports 1926.451(b)(1)
• Access requirements when platforms are more than 2 feet above or below a point of access; prohibits use of crossbars as an access means 1926.451(e)(1)
• Requirements for a firm foundation of scaffold 1926.451(c)(2)
• Guardrail provisions 1926.451(g)(4)

3)   Hazard Communication: 1910.1200

• Requirements for a written hazard communication program 1910.1200(e)(1)
• Hazardous chemical training and information requirements 1910.1200(h)(1)
• Labeling of hazardous chemical containers 1910.1200(f)(5)
• Material Safety Data Sheet requirements for chemical manufacturers and importers 1910.1200(g)(1)
• Requirement to maintain copies of Material Safety Data Sheets that are easily accessible to employees. 1910.1200(g)(8)

4)   Respiratory Protection: 1910.134

• Where respirators are necessary, the establishment of a written respiratory protection program with worksite-specific procedures 1910.13(c)(1)
• Medical evaluation to determine employee’s ability to use a respirator prior to fit testing or use 1910.13(e)(1)
• Requirements for voluntary use of respirators 1910.13(c)(2)
• Annual fit-testing requirements for each type of respirator facepiece used by an employee. 1910.13(f)(2)
• General requirements for respirator selection. 1910.13(d)(1)

5)   Lockout/Tagout: 1910.147

• Requirements in energy control procedures 1910.147(c)(4)
• Requirements to periodically inspect the energy control procedure 1910.147(c)(6)
• Training and communication requirements 1910.147(c)(7)
• Energy control program requirements 1910.147(c)(1)
• Requirements for the application of lockout/tagout devices 1910.147(d)(4)

6)   Electrical – Wiring Methods: 1910.305

• Concerns the use of flexible cords and cables 1910.305(g)(1)
• Requirements for conductors entering boxes, cabinets and fittings 1910.305(b)(1)
• Covers identification, splices and terminations 1910.305(g)(2)
• Requirements on covers and canopies 1910.305(b)(2)
• Requirements on temporary wiring 1910.305(a)(2)

7)   Powered Industrial Trucks: 1910.178

• Safe operation of industrial trucks 1910.178(l)(1)
• Refresher training and evaluation requirements 1910.178(l)(4)
• Employer shall certify that each operator has been trained and evaluated as required 1910.178(l)(6)
• Requires industrial trucks in need of repair to be taken out of service until restored to safe operating condition 1910.178(p)(1)
• Requirements for examining industrial trucks before they are placed into service 1910.178(q)(7)

8)   Ladders: 1926.1053.

• Requires ladder side rails to extend at least 3 feet above an upper landing surface, or be secured at its top to a rigid support 1926.1053(b)(1)
• Use of ladders is restricted to only the purpose for which they were designed 1926.1053(b)(4)
• Prohibits using the top or top step of a stepladder as a step 1926.1053(b)(13)
• Requires defective ladders to be marked with a “Do Not Use” notification and withdrawn from service until repaired 1926.1053(b)(16)
• Prohibits an employee from carrying an object that may cause the employee to lose balance and fall 1926.1053(b)(22)

9)   Electrical – General Requirements: 1910.303

• Requires listed or labeled equipment to be installed and used in accordance with the instructions included in the listing or labeling 1910.303(b)(2)
• Sufficient access and working space is required for all electric equipment to allow safe operation and maintenance of the equipment 1910.303(g)(1)
• Guarding of live parts 1910.303(g)(2)
• Requires electrical equipment to be free from recognized hazards likely to cause death or serious physical harm 1910.303(b)(1)
• Each disconnecting means required by this subsection for motors and appliances shall be legibly marked to indicate its purpose 1910.303(f)(2)

10)  Machine Guarding: 1910.212

• Requirement for guarding to protect employees in the machine area from hazards 1910.212(a)(1)
• Requirement concerning the point of operation guarding  1910.212(a)(3)
• Requires the secure anchoring of machinery for machines at a fixed location 1910.212(b)
• Specifies requirements for guarding of blades 1910.121(a)(5)
• General requirements for the location of a machine guard  1910.212(a)(2)

VMLIP offers more than just coverage.  We are partners in risk management.

How does your insurer stack up?  Having all lines of coverage with VMLIP ensures that your organization is receiving comprehensive coverage and a wide variety of value-added services tailored to Virginia’s local governmental entities.  Call for a quote today: (800) 963-6800.

For more information on VMLIP visit: www.vmlins.org or follow us on Facebook.

On July 15, 2010 a 2009 black Chevy Tahoe in Williamsburg was hit by an oncoming car that failed to stop at a stop sign.  The Tahoe, an unmarked police cruiser, flipped three times.

The impact left the Tahoe almost unrecognizable.  The officer in the Tahoe was wearing his seatbelt and was lucky to survive.

As a result of this traffic accident, the City of Williamsburg Fire Department recognized the need for additional vehicle stabilization equipment.    

“The overturned vehicle was susceptible to shifting, putting everyone involved at a greater risk for injury.  This event was a wakeup call for us to look into purchasing additional equipment,” said Pat Dent, fire chief for the City of Williamsburg.

Stabilization equipment allows responders to quickly secure the vehicle so their focus can be placed on extricating the victim safely and providing the necessary treatment.  When the time came for the department to purchase more equipment they realized they needed additional funding to expand their vehicle stabilization kit.  

To do so they turned to the VML Insurance Programs (VMLIP) Risk Management Grant. Each year the grant makes substantial funding available to assist members in purchasing vital equipment and training to fortify their risk management programs. This year’s available grant funds totaled $200,000.   Additional funds will be available to VMLIP members in July, 2012.

The VMLIP Risk Management Grant was used by the City of Williamsburg to support the purchase of the vehicle stabilization kit.

City of Williamsburg firefighters being trained to use vehicle stabilization equipment

“This equipment was a perfect fit for the Risk Management Grant because of its potential to eliminate work-related injuries from working in or around unstable vehicles during passenger extrication,” said Beth Rosenthal, director of safety services for VMLIP. 

“A safer work environment is the direct result of the use of equipment such as this.  Reduction of claims at the member level means a reduction of claims for the pool.”

Dent added that “The equipment will help have a huge impact on the city because it not only protects the victims during the extrication process, but also keeps the first responders safe.”

VMLIP offers more than just coverage.  We are partners in risk management.  How does your insurer stack up?  Having all lines of coverage with VMLIP ensures that your organization is receiving comprehensive coverage and a wide variety of value-added services tailored to Virginia’s local governmental entities.  Call for a quote today: (800) 963-6800.

For more information on VMLIP visit: www.vmlins.org or follow us on Facebook.

Workers in such industries as public works, sanitation, recreation, and agriculture need to be especially mindful of the weather, its effects on the body, proper prevention techniques, and treatment of cold-related disorders.

The cold environment

An individual gains body heat from food and muscular activity and loses it through convection, conduction, radiation, and sweating to maintain a constant body temperature. When body temperature drops even a few degrees below its normal temperature of 98.6°F (37°C), the blood vessels constrict, decreasing peripheral blood flow to reduce heat loss from the surface of the skin. Shivering generates heat by increasing the body’s metabolic rate.

The four environmental conditions that cause cold-related stress are:

1. Low temperatures;
2. High/cool winds;
3. Dampness; and
4. Cold water.

Wind chill, a combination of temperature and velocity, is a crucial factor to evaluate when working outside. For example, when the actual air temperature of the wind is 40°F (4°C) and its velocity is 35 mph, the exposed skin receives conditions equivalent to the still-air temperature being 11°F (-11°C)! A dangerous situation of rapid heat loss may arise for any individual exposed to high winds and cold temperatures.

The Wind Chill Chart below shows the difference between actual air temperature and perceived temperature, and amount of time until frostbite occurs.

Wind Chill Advisories are issued by the National Weather Service (NWS) when the wind chill is expected to drop to between -10ºF and -24ºF. When the wind chill is expected to drop below -24ºF a Wind Chill Warning will be issued.

Major risk factors for cold-related stresses

• Wearing inadequate or wet clothing increases the effects of cold on the body.
• Taking certain drugs or medications such as alcohol, nicotine, caffeine, and medication that inhibits the body’s response to the cold or impairs judgment.
• Having a cold or certain diseases, such as diabetes, heart, vascular, and thyroid problems, may make a person more susceptible to the winter elements.
• Being male increases a person’s risk to cold-related stresses. Sad, but true, men experience far greater death rates due to cold exposure than women, perhaps due to inherent risk-taking activities, body-fat composition or other physiological differences.
• Becoming exhausted or immobilized, especially due to injury or entrapment, may speed up the effects of cold weather.
• Aging — the elderly are more vulnerable to the effects of harsh winter weather.

Harmful Effects of Cold

Trench Foot is caused by long, continuous exposure to a wet, cold environment, or actual immersion in water. Individuals working in continuously wet conditions, who experience these types of cold, wet environments daily, need to be especially cautious.

Symptoms:   Symptoms include a tingling and/or itching sensation, burning, pain, and swelling, sometimes forming blisters in more extreme cases.

Treatment:   Move individuals with trench foot to a warm, dry area, where the affected tissue can be treated with careful washing and drying, re-warming and slight elevation. Seek medical assistance as soon as possible.

Frostbite occurs when the skin tissue actually freezes, causing ice crystals to form between cells and draw water from them, which leads to cellular dehydration. Although this typically occurs at temperatures below 30°F (-1°C), wind chill effects can cause frostbite at above-freezing temperatures.

Symptoms:   Initial effects of frostbite include uncomfortable sensations of coldness; tingling, stinging or aching feeling of the exposed area followed by numbness. Ears, fingers, toes, cheeks, and noses are primarily affected. Frostbitten areas appear white and cold to the touch. The appearance of frostbite varies depending on whether re-warming has occurred.

Deeper frostbite involves freezing of deeper tissues (muscles, tendons, etc.) causing exposed areas to become numb, painless, hard to the touch.

Treatment:  If you suspect frostbite, you should seek medical assistance immediately. Any existing hypothermia should be treated first (see hypothermia below). Frostbitten parts should be covered with dry, sterile gauze or soft, clean cloth bandages.

Do not massage frostbitten tissue because this sometimes causes greater injury. Severe cases may require hospitalization and even amputation of affected tissue. Take measures to prevent further cold injury. If formal medical treatment will be delayed, consult with a licensed health care professional for training on re-warming techniques.

General hypothermia occurs when body temperature falls to a level where normal muscular and cerebral functions are impaired. While hypothermia is generally associated with freezing temperatures, it may occur in any climate where a person’s body temperature falls below normal. For instance, hypothermia is common among the elderly who live in cold houses.

Symptoms:   The first symptoms of hypothermia, shivering, an inability to do complex motor functions, lethargy, and mild confusion, occur as the core body temperature decreases to around 95°F (35°C).

As body temperature continues to fall, hypothermia becomes more severe. The individual falls into a state of dazed consciousness, failing to complete even simple motor functions. The victim’s speech becomes slurred and his or her behavior may become irrational.

The most severe state of hypothermia occurs when body temperature falls below 90°F (32°C). As a result, the body moves into a state of hibernation, slowing the heart rate, blood flow, and breathing. Unconsciousness and full heart failure can occur in the severely hypothermic state.

Treatment:  Treatment of hypothermia involves conserving the victim’s remaining body heat and providing additional heat sources. Specific measures will vary depending upon the severity and setting (field or hospital). Handle hypothermic people very carefully because of the increased irritability of the cold heart. Seek medical assistance for persons suspected of being moderately or severely hypothermic.

If the person is unresponsive and not shivering, assume he or she is suffering from severe hypothermia. Reduction of heat loss can be accomplished by various means: obtaining shelter, removal of wet clothing, adding layers of dry clothing, blankets, or using a pre-warmed sleeping bag.

For mildly hypothermic cases or those more severe cases where medical treatment will be significantly delayed, external re-warming techniques may be applied. This includes body-to-body contact (e.g., placing the person in a pre-warmed sleeping bag with a person of normal body temperature), chemical heat packs, or insulated hot water bottles. Good areas to place these packs are the armpits, neck, chest, and groin. It is best to have the person lying down when applying external re-warming. You also may give mildly hypothermic people warm fluids orally, but avoid beverages containing alcohol or caffeine.

Preventing cold-related disorders

Personal protective clothing is perhaps the most important step in fighting the elements – through providing adequate layers of insulation from them.

Wear at least three layers of clothing:

• An outer layer to break the wind and allow some ventilation (like Gore-Tex® or nylon);
• A middle layer of wool or synthetic fabric (Qualofil or Pile) to absorb sweat and retain insulation in a damp environment. Down is a useful lightweight insulator; however, it is ineffective once it becomes wet.
•  An inner layer of cotton or synthetic weave to allow ventilation.

Pay special attention to protecting feet, hands, face and head. Up to 40 percent of body heat can be lost when the head is exposed. Footgear should be insulated to protect against cold and dampness. Keep a change of clothing available in case work garments become wet.

Engineering controls in the workplace through a variety of practices help reduce the risk of cold-related injuries.

• Use an on-site source of heat, such as air jets, radiant heaters, or contact warm plates.
• Shield work areas from drafty or windy conditions.
• Provide a heated shelter for employees who experience prolonged exposure to equivalent wind-chill temperatures of 20°F (-6°C) or less.
• Use thermal insulating material on equipment handles when temperatures drop below 30°F (-1°C).

Safe work practices, such as changes in work schedules are necessary to combat the effects of exceedingly cold weather.

• Allow a period of adjustment to the cold before embarking on a full work schedule.
• Always permit employees to set their own pace and take extra work breaks when needed.
• Reduce, as much as possible, the number of activities performed outdoors. When employees must brave the cold, select the warmest hours of the day and minimize activities that reduce circulation.
• Ensure that employees remain hydrated.
• Establish a buddy system for working outdoors.
• Educate employees to the symptoms of cold-related stresses — heavy shivering, uncomfortable coldness, severe fatigue, drowsiness, or euphoria.

The quiet symptoms of potentially deadly cold-related ailments often go undetected until the victim’s health is endangered. Knowing the facts on cold exposure and following a few simple guidelines can ensure that this season is a safe and healthy one.

Safety information is provided through VMLIP’s Safety Services consultants.  Safety consultative services help VMLIP members develop, implement, and maintain effective risk management programs.

For more information on VMLIP’s value added services visit: www.vmlins.org.  How does your coverage stack up?  Having all lines of coverage with VMLIP ensures that your organization is receiving comprehensive coverage and a wide variety of value-added services tailored to Virginia’s local governmental entities.  Call for a quote today: (800) 963-6800.

This was the case for the City of Poquoson.  A fire on Thanksgiving day began in the ceiling around the HVAC unit in the city’s public works building.  While quickly extinguished, fire damaged one room of the building while water damaged much of the rest.

The city reported the claim to VML Insurance Programs (VMLIP) on Monday.  By Friday they were working out of a new trailer thanks to the quick turnaround of Agility Recovery. 

In July VMLIP contracted with Agility Recovery to provide business continuity services to members with property coverage.  Agility Recovery is able to provide power, technology, office space, and internet/phone connectivity in the event of a localized or widespread disaster.

Robin Bellamy, accountant with the City of Poquoson had heard of VMLIP’s business continuity services through Agility Recovery at the VMLIP Annual Meeting. 

“I didn’t know if this type of event would be eligible, but we were pleased it was,” said Bellamy. 

The city worked with Mark Norton, senior continuity planner with Agility Recovery.  They started with a long list of options – everything they could possibly need to get back to business, all delivered within 24 hours.

“We can deliver as much or as little as needed for members to get back to work,” said Norton.  “We assessed the situation, discussed a few recovery strategies, and provided an estimate for everything they may possibly need to get back to work. We also worked with them to determine what they could do on their own and how our recovery assets may complement their expertise and available resources.”

While Agility can provide satellite phone and Internet access, as well as restrooms, computers, furniture, and other items – the city was able to provide many of these items themselves. 

“We received a quote for the worst case scenario, everything we might need,” said Bellamy.  “As we determined what we could handle on our end we were able to take line items out of the estimate and get the costs down.”

Since the building hadn’t completely burned down, the city could still tap into sewer line, phone lines and Internet connections.  They were also able to utilize much of the furniture and file cabinets that survived, as well as computers and resources from other departments. 

On Thursday morning they decided to move forward with a new mobile unit to serve as the public works building.  They called Mark Norton with Agility on Thursday to declare a disaster.  By Friday morning their mobile unit was on site and being set up for use.

“Within two calls to Mark at Agility we had a plan established and all we were waiting on was the “GO” from the adjuster,” said Bodina Wright, administrative assistant in public works for the city.  “From the time we gave Mark the “GO” it was 24 hours, almost to the minute, and the temp trailer was here.  Mark was easy to work with and continues to give us the same level of support.”

Bellamy notes that they had looked into other mobile units from other vendors and while their costs were higher than Agility; their delivery time was also a major factor.

“Other companies we looked at would take a week for delivery; with Agility we received the unit the next day.  Agility has pre-positioned assets throughout the country. That makes a major difference,” said Bellamy.

The new mobile unit being delivered by Agility

The cost of the mobile unit will be covered by VMLIP under their Extra Expense Coverage.  They are expected to need the unit for three to six months.

For more information on VMLIP’s business continuity services through Agility Recovery, visit: www.vmlins.org or review the brochure. 

How does your coverage stack up?  Having all lines of coverage with VMLIP ensures that your organization is receiving comprehensive coverage and a wide variety of value-added services tailored to Virginia’s local governmental entities.  Call for a quote today: (800) 963-6800.

1. Create a winter weather watch and response team.

Appoint a team of employees to monitor the weather conditions.  Select individuals who are early risers, good communicators, and could determine if snow and icy conditions would create hazardous conditions for your commuters.  Identify to whom and where they should report slippery conditions. 

Make sure you have an action plan in place for if they find ice in the parking lot or on the sidewalk leading into their building.

Bonus Winter Tip: Gather your winter weather watch team and plan ahead as to what you will do when that first flake begins to fall.  If you already have a plan, review both your removal and/or snow safety plan with them.  Encourage them to make improvements on these plans, especially if they were created more than a year ago.  What have you learned or changed since then?  Whatever you come up with communication is the key so be sure everyone understands the plan and how to respond.  Share this with all employees, especially if it requires them to be involved.

2. Get regular winter updates.

Pick one person on your team to update a point person regarding the latest weather conditions.  A good choice would be someone who may be traveling a distance to work, or who works at a different location than the point person.  They should immediately relay storm warnings and weather updates to the point person so they can make early decisions for everyone involved, especially when the conditions could quickly become potentially dangerous.

3. Don’t forget your anti-slip footwear!

Remind employees to dress sensibly when it comes to footwear. 

Fashionable shoes may not be sensible when trekking the icy parking lot or sidewalk.  Request they wear shoes with good traction to and from work, and consider carrying the more stylish footwear with them to put on when they arrive.  Remind them to switch footwear again when going back outside as conditions may still be treacherous.  Suggest a sturdy non skid shoe, anti-slip overshoes, ice walkers or other anti-slip footwear.  Make sure you prioritize the needs of employees who frequently come and go from your work site. Consider providing or offering reimbursement allowances for those who are required to work out in the cold and snow.

Bonus Winter Tip: Emphasize that non slip foot wear does not usually include cowboy boots, sneakers, leather shoes and plastic-soled shoes.

4. Mark potentially “highly vulnerable” areas.

Identify walkways and other areas that may be covered up with snow or ice or that are routinely slippery problems. 

You know them, the place water always puddles when it rains – this is a recipe for an icy mess.  When covered with a thin layer of snow it’s a hidden hazard as well.  Mark these spots before the storm with hazard markers and tackle them first when sprinkling ice melt or shoveling.

Bonus Winter Tip: Before you busy yourself with installing markers, check outdoor work areas or walkways for low spots and cracks.  By repairing these spots or cracks now, you can prevent snow and ice from accumulating in these areas.

5. Get help from floor mats and “Wet Floor” signs.

Sometimes it’s just hard to distinguish a slippery floor from a dry one so make sure you have more than enough floor mats and “Wet Floor” signs.

Such seemingly small things can do a lot to prevent injuries.  Just placing floor mats at entrances can reduce the tracking in of ice and snow.  As for “Wet Floor” signs, just place them in areas that may cause slipping or falling.

Bonus Winter Tip: Regularly check mats and immediately replace those that have frayed or have curled-up edges. Stick to non-slip floor mats that have rubber padding. Make sure also to immediately replace or repair loose or damaged flooring to better prevent slips and falls. Frequent changing of soggy mats may be necessary in higher traffic areas.  Be sure to have extras on hand for this purpose.

6. Let employees do their own sprinkling.

Place drums of rock salt, ice melt, or sand near entrances or throughout parking lots to encourage employees to take care of outdoor spots covered with ice or snow.  Offer suggestions on the best use of the material by placing a placard or sign on the barrel or container.  Take care to place these where they won’t be in the way of or damaged by your snow removal crew. 

Bonus Winter Tip: You may want to substitute potassium-based de-icers for salt, as the latter can damage lawns, concrete, carpets and even floors which may receive salt debris as workers walk inside.

7. Ask for certificates.

Ask for certificates of insurance when you hire private contractors to remove snow in your workplace.

Plan ahead.  Remember that it’s all about anticipation.  That’s not to say that you should anticipate the worst, but by anticipating both the simplest and worst slips and falls that could happen to your workers this seas

VMLIP Managing Director Steve Craig

Craig began working with the pool in 1988 as an employee of Alexander & Alexander (A&A), where he served as an underwriter on the VMLIP account.  At the time the pool outsourced all services except general administration of the insurance program to A&A.  Coverages offered included general liability, automobile liability and physical damage coverages, as well as workers’ compensation.

In 1991 Craig was hired by VMLIP as assistant administrator, responsible for bringing the marketing of the program in-house, and working directly with members and prospective members.  In his 20 years, he has seen the pool grow dramatically in the depth and breadth of coverage, service, and size of membership.

“I remember going over the 100 member mark,” said Craig.  “It was a completely different era, we had no computers; we typed policy form templates, made copies, and then literally typed all of the member specific information on them by hand.”

In 1996, the pool has also moved administration of the coverages and marketing in-house.

“The size of the staff has increased as we have come to rely less on outside vendors over the years,” said Craig.  “When we do use an outside vendor, they are thoroughly vetted to make sure they meet the high standards our members deserve and have come to expect.

Craig became the pool’s managing director in March of 2002.

From the original offerings of general liability, automobile liability and physical damage, and workers’ compensation, the pool now offers public officials liability, law enforcement liability, land use liability, employment practices liability, property, boiler & machinery, inland marine, crime and bonds, flood and earthquake, pollution, Line of Duty Act coverage, and cyber liability coverage – something unheard of 20 years ago.

Technology has changed not only the type of coverages offered, but the way the pool operates. 

“Technology has exploded,” said Craig.  “Improved technology has provided significant opportunities to improve with respect to products and services for members, and for operational efficiency.”

Today members are able to administer many different account functions online.  They can use the VMLIP Web site to file a claim, change or update their property schedules, or access any number of risk management tools.

Services and resources offered to members has also greatly expanded.

“We have added professional staff to provide loss control services in the areas of law enforcement, employment practices liability and public relations,” said Craig.  “We have also significantly expanded training opportunities including the online university, webinars, the Where the Rubber Meets the Road defensive driving training, and law enforcement training.”

This is in addition to the regular local and regional training the pool maintains.

However the pool continues to face challenges in terms of educating members and governing officials about the value of membership with VMLIP and the importance of risk management. 

“A pool is not insurance,” says Craig.  “It’s a partnership between hundreds of members who ideally all commit to proactive risk management.”

By working together to mitigate risks, claims decrease and all members save on their insurance premiums.

“Many members recognize this and formally assign risk management responsibility and authority to someone,” said Craig.  “Helping members to understand that the long-term commitment to risk management is what will lead to lower premium costs over time can be a challenge.”

Craig feels confident the pool is meeting  its primary mission – to maintain relatively stable rates and a strong balance sheet to ensure the pool is there for members when needed.  He’s excited to see what comes next.

“We will continue to explore new ideas for better serving members and offering cutting edge products and services,” said Craig.  “We have recently launched our social media programs including a blog and a Facebook and Twitter presence.”

VMLIP is one of the first pools in the country to begin utilizing these methods of communication.  The pool has also just launched the Business Continuity Services program and is working closely with members to ensure they are prepared for a disaster that affects their ability to operate.

“We are also working on a potential program that would provide technology support services to members,” said Craig.  “We are one of the first pools in the country to provide cyber liability coverage, and this would stem from that, providing assistance to members in this evolving area of liability.”

Craig takes tremendous satisfaction from being a part of something he believes in.

“Pooling is vitally important to local governments, their employees, citizens and students,” said Craig.  “I’ve been incredibly lucky to have found a career that provides so much satisfaction,” said Craig. “We have a talented staff that is dedicated to our mission and I look forward to working with them to continue to make the pool better for our members.”

Not only will they learn how to: define the purpose of job descriptions; identify the key elements of an effective job description; gather and organize necessary information; write complete, accurate job descriptions; and learn to comply with employment laws – they will also receive HR Certification Institute (HRCI) credits.

VMLIP has been an HCRCI “Approved Provider” since 2008, when VMLIP Director of Human Resources Tina Stevens began offering training to members with Public Official’s Liability Coverage.

To remain an Approved Provider, Stevens successfully completed the renewal application which was approved in November.  VMLIP will remain an Approved Provider through Dec. 31, 2014, when it will be time to re-apply.

“Nearly all of the webinars, workshop and annual meeting presentations, and personalized training I offer are eligible for credit for the HRCI designations of PHR, SPHR, or GPHR,” said Stevens. 

While the average webinar would cost members between $99 and $250 to attend, VMLIP offers an average of 35 webinars a year – FREE. 

“Today the resources of local governments continue to be scarce, while at the same time the need for training to reduce liability costs are more important than ever,” says Stevens.  “Webinars are one way we can deliver effective training at no cost to our members, keeping them informed and helping them stay up-to-date on their accreditations.”

In January Stevens will offer two webinars which are eligible for credit – HR Complaint Investigations and Supervisor Training: FMLA.  VMLIP members can view descriptions and eligible members can register for the webinars at the VMLIP training calendar.

Other training topics offered include Documentation, Hiring Legally, Effectively Interviewing for Supervisors, New Employee Orientations, Performance Appraisals, Progressive Discipline, The Termination Process, and more.

In addition to webinars and training, VMLIP’s HR Services include a review of member materials, such as job postings/descriptions, policies, procedures, corrective actions, performance appraisals, and more.  Stevens also offers HR consultations, sample personnel policies and procedures, sample interview questions and employment posters, a complete HR audit, and more.

Testimonials:

• “HR webinars with Tina have been a tremendous benefit,” said Brian Thrower, manager for the City of Emporia.  “The webinars are quite informative and a great service for smaller localities such as ours that don’t have huge administrative staff and HR departments.  I would encourage any of the smaller localities or any municipalities to utilize the service, it’s great, its free, it’s part of being a member of VML.”
• “It’s like having an extension of our staff,” said Peter Stephenson, Town Manager of Smithfield.  “We don’t have an HR person with this level of expertise, and it’s not always technical issues we need help with – Tina’s training on motivating employees was excellent, she brings a lot to the table.”

For more testimonials – check out this quick two minute video!