Minimizing Risk Developed by: Texas 4-H & Youth Development Strengthening Clubs Initiative Team

Topics 1.Overview of Risk Management 2. Strategies for Reducing Risk 3. Texas 4-H Risk Management Policies 4. Working With Youth 5. What Would You Do?

What is Risk Management? When a 4-H club, group or planning committee anticipates potential risks as the activity is planned and decides ways to manage these risks.

When we pay attention to risk management issues… It becomes an important educational component of our programs, focusing on safety and prevention. Participants can focus on learning in a safe, comfortable environment. Volunteers limit their liability exposure.

Risk Management Terms Liability -- Legally bound or responsible. Something for which one is liable; an obligation, a responsibility, or a debt. Negligence -- Failure to use that degree of care which an ordinary person of reasonable prudence would use under the given or similar circumstances.

Strategies for Reducing Risk Reduce Transfer Avoid Assume

Strategies for Reducing Risk: Reduce To lessen in extent, amount, number, degree, or price. To gain control of. Examples: –Use a meeting room on the first floor –Use gates with latches at the stock show to keep animals from getting out of pens –Post instructions in the kitchen facilities on food safety

Strategies for Reducing Risk: Transfer Shifting all or part of a risk to another party. Insurance is the most common method of risk transfer, but there are other means. Examples: –Charter a bus instead of using personal vehicles –Use a public facility instead of a home for meetings

Risk Management Strategies: Avoid Taking steps to remove a hazard, engage in an alternative activity, or otherwise end a specific exposure. Examples: –Change the camp schedule and move the midnight hike to the day time –Cancel the canoe trip the weekend after the flood

Risk Management Strategies: Assume To take upon oneself; undertake. Examples: –Have all participants complete the release form before participating in Ropes Course at the 4-H Conference Center. –Use the Indemnity and Medical Release Form for county activities and trips

Volunteer Liability Covered for civil liability under Section of the Education Code –When acting within scope of duties as a volunteer –does not apply to operation of motor vehicles –expected to act in good faith and without negligence The volunteer’s personal homeowners insurance and automobile insurance is considered primary liability insurance.

Texas 4-H Risk Management Policies: General Texas 4-H Rules & Guidelines updated and published annually Texas 4-H Ethics Policy for livestock projects Extension Employee and Volunteer Liability covered under Education Code Legislation

Texas 4-H Risk Management Policies: YPS Volunteers must pass Youth Protection Standards screening or provide proof of screening by an approved entity Volunteers must be screened every three years Training for volunteers on YPS includes information on child abuse

Texas 4-H Risk Management Policies: Enrollment Member Enrollment forms – include a code of conduct and consequences of misbehavior Volunteer Enrollment Forms – include code of conduct

Texas 4-H Risk Management Policies: Insurance District and State events carry American Income Life Insurance Policy on all youth and adults Counties are encouraged to purchase annual American Income Life policies for $1.00 per person/year Horse Project policies are $2.00 per person/year

Texas 4-H Risk Management Policies: Insurance 4-H events under the direction of an Extension employee may utilize the form letter provided by State 4-H Office with facilities that request proof of liability insurance. Some facilities will not recognize the form letter and counties may still have to purchase a liability policy for the event.

Texas 4-H Risk Management Policies: Chaperoning Chaperones for overnight trips must be 21 years of age Ratio of chaperones to youth of same gender is 1:8 Adult chaperones should not be assigned to the same hotel or dorm room –Exception: at 4-H Conference Center, an adult is assigned to a dorm side with up to 12 youth

Texas 4-H Risk Management Policies: Financial Management Extension employees cannot be signature on 4-H accounts 4-H Accounts are a matter of public trust Every club/group must have an EIN number Every club/group must file an IRS Form 990 (postcard or mail in – depends on $ amount that goes through the account)

Texas 4-H Risk Management Policies: Financial Management Recommended that 4-H accounts use one person to take money and make deposits and a second person to write checks and reconcile account All accounts must complete annual financial review Every group/club should develop an annual budget

Texas 4-H Risk Management Policies: Financial Management A payment request form should be used to process payments for reimbursement or to pay bills; receipts must be attached There should be no checks written for cash Receipts should be written for all monies collected An inventory should be kept of all assets purchased by club/group

Texas 4-H Risk Management Policies: Fundraising Clubs/groups should submit the Fundraising Planning and Organizational Sheet to the county Extension Office All fundraisers should be approved by the County Extension Office All funds raised in the name of 4-H must be deposited into the appropriate 4-H account. The name of 4-H cannot be used to raise money for other organizations.

Texas 4-H Risk Management Policies: Fundraising Cannot use the word “raffle” for a fundraiser Cannot sell things with 4-H Clover across state lines 4-H clover must be used according to guidelines Company that produces product with 4- H clover must have permission from State office Get INSURANCE for public events

Texas 4-H Risk Management Policies: Release Forms A sample release, waiver and authorization for medical treatment form is available for counties to use for county events –County Camp (not at 4-H Center) –County Exchange Trips –Other overnight or day trips Texas 4-H Conference Center has release forms for all of their events

Texas 4-H Risk Management Policies: Transportation All volunteers who transport youth must pass YPS, have a valid drivers license and insurance Volunteers must be 18 years of age to serve as a driver Avoid traveling alone with a child Seatbelts should be used for every passenger 12 and 15 passenger vehicles should not be used

Working With Youth Work in open places. Always encourage parents to attend. Never work or travel alone with a child. Two adults present when possible. Post and communicate safety rules. Provide written guidelines and rules. Supervise youth at all times.

Working With Youth Never use physical punishment or deny basic needs. Be alert to physical/emotional needs. Respect privacy of youth. When physical contact is needed to demonstrate a skill or technique first ask for permission from the child.

What Would You Do? Q: The 4-H Council is sponsoring a dance. Some parents bring a cooler of alcoholic beverages to the event and you are working the gate. The advertisement poster said “No Alcohol Allowed.” What do you do? A: Do not allow them to bring cooler in; call for back up from agent or law enforcement if needed.

What Would You Do? Q: The county is recruiting volunteers to serve as a chaperone for 4-H County Camp, a 2 night/3 day event. A former 4- H’er would like to go as a chaperone and is 20 years old. Can they serve in this role? A: NO! Chaperones for overnight events must be 21 years of age at time of event. They must also pass YPS screening

What Would You Do? Q: A new 4-H member moves in to the county one week before the livestock judging contest and this 4-H’er judged livestock in the county they moved from. Do you replace a current member on the team with this new 4-H member? A: Always follow the agreed upon or printed rules for selection of judging teams. The 4-H’er may be allowed to judge as an individual, but recommendation would be not to change the team at this short notice.

What Would You Do? Q: Three County Food Show Judges do not show up. Can two mothers judge in their place? A: Yes, they can IF they do not judge a category with their own child involved. Best strategy is to try and find judges who do not have children involved.

What Would You Do? Q: A 4-H club member brings their club food show paperwork to you to turn in two days after the deadline. This is the County Attorney’s daughter. Do you take it and allow them to participate? A: Follow printed rules for registration for the event. If the rules say “no late entries”, then they should not be allowed to enter.

What Would You Do? Q: Mrs. Jones has been a 4-H leader for 20 years in Oklahoma and recently moved to Texas. She wants to volunteer to coach Share The Fun like she did in Oklahoma. When asked to fill out a volunteer enrollment form and complete the screening process, she was upset and wanted to be “grandfathered” in because of her 20 years of experience. Do you allow this? A: NO! ALL volunteers must be screened every three years.

What Would You Do? Q: It is 5:00 a.m. and the group is gathering to leave for District Roundup. A volunteer who has agreed to drive is sick and calls to say she can’t go. A mother who is there to drop off her child says she can drive. Do you let her? A: ONLY if she is an approved volunteer. If not, she can drive her OWN children, but not others.

What Would You Do? Q: You and your child are going to purchase a goat for 4-H and another family asks you to purchase a goat for them and they will pay you back. Can you use the club 4-H account to purchase these animals? A: NO! It is not a good practice to purchase animals for anyone with club OR personal funds UNLESS the club has voted to do so.

What Would You Do? Q: At a 4-H club meeting, a club manager witnesses a parent slapping their child repeatedly before they get out of the car to come in to the meeting. Does the agent report this as child abuse? A: An agent can only report what they perceive as child abuse if they see it. If the club manager felt strongly that this was a potential case of child abuse, they should report it.

What Would You Do? Q: The 4-H Dog Project group is meeting at the bank parking lot. One of the dogs bites another 4-H member. The county did not purchase insurance for all members at the beginning of the year. What should have been done? A: County needs to get medical insurance annually; Use the waiver release form for high risk projects; Do not allow dog back in project

Considerations for Event Risk Management General Safety Measures – Youth Programs Facilities Housing Transportation First Aid and Health Safety Swimming and Water Sports Tools, Equipment, Firearms, and Chemicals

Presentation adapted from University of Wisconsin Extension Other Resources: –Texas 4-H Youth Protection Standards –Texas 4-H Rules & Guidelines –Extension Common Sense Risk Management website –Texas Financial Management Materials –Texas 4-H Management System