Safety
AROUND YOUR HOME

Volunteer groups need risk management plan

Ruby Lingle

Volunteers are extremely valuable assets to many organizations, agencies and institutions. However, some volunteer activities can involve safety and risk concerns. Protecting volunteers and managing risks is critical to the volunteer organization and the continuation of important community services. Risk management is particularly important in response to The Volunteer Protection Act of 1997. This law applies to volunteers for both nonprofit organizations and governmental agencies and also applies to both board and service volunteers.

A risk is an action or situation that allows the possibility for harm or loss. Risk management can be defined as actions taken to reduce, eliminate or avoid risk and its possible negative consequences. A risk management plan means that all possible risks that may affect those involved with an organization, agency, or institution have been addressed in a printed document.

When developing a risk management plan, the first step is to review all aspects of the group's regular practices or a special activity. Brainstorm and list those things that might go wrong and put the group's assets at risk. What can happen to the people or personnel — the members, clientele, volunteers, or salaried staff? What might happen to the group's or someone else's property, buildings, equipment, materials, or money? Also, be sure to consider the group's ability to continue and those intangibles, such as reputation and image.

After the risks are identified, the next step is to analyze each risk by the likelihood or frequency of such situations occurring and the severity of the consequences if they occur.

The next step is to development the management strategy. The alternatives are to:

• Retain the risk - accept it and prepare for the possibility that loss will occur. A group can create a fund to cover such situations or absorb the costs. Risks are retained when the consequences are considered minor.

• Reduce the risk - change the activity or conditions that decrease the likelihood that loss will occur. Some ways to reduce risks are selecting and training staff, restricting and securing hazardous areas, developing emergency procedures and providing adequate supervision.

• Transfer the risk - find someone to share some of the risk by contract, agreement or insurance. Contracting with a business can shift the primary responsibility to the contractor, such as a transportation company. A written agreement with a location or organization can be helpful. Carrying insurance transfers the financial part of the risk to the insurer in exchange for payment.

• Avoid the risk - do not conduct the activity. If the risks are too severe and the possibility too great, it is unacceptable to hold the activity. Even a reasonably safe activity may be too risky if stakes are high and insurance at an acceptable cost cannot be secured.

• The final step in the risk management process is another review to determine whether or not to continue planning. Major or minor changes may be required, but protection of assets is the significant issue.

A written risk management plan may be short or lengthy, depending upon the activity or situation. Planning details with the person(s) responsible and a completion date may be listed. Rules or policies of the organization or the event may be included. Information regarding accident and/or liability coverage may be noted. An emergency action plan covering accident, injury, or fire would be helpful in some cases.

Ruby Lingle is extension educator, communityleadership and volunteerism at the Springfield Extension Center. For more information contact her at (217) 782-6515.

14 ILLINOIS COUNTRY LIVING JANUARY 1999