Best Practice Standards

Review & UpdateNEW

Best Practice Standard Categories

Best Practice Standard Categories

Pre-employment Screening

Claims Management Safety Committees Regulatory Training Documented Jobsite

Inspections

Fleet Safety Written Program

Elements Field Staff & Supervisory

Accountability General Liability

Pre-Employment Screening

Pre-Employment Screening

Social Security Verification:Effective, May 1, 2005

Photocopies of “verified documents” must accompany I-9 forms.Third party verification is still recommended

for all new hires.

Pre-employment Drug Screens:Effective May 1, 2005

Absolutely mandatory: HC&A shall immediately notify the Loss Control Committee of any member found to out of compliance.Members are encourage to conduct all drug /

alcohol screening permitted by law (random, post-accident, reasonable suspicion)Please contact HC&A for specific information

regarding your State’s drug testing regulations.

Pre-Employment Screening (continued)

Pre-Employment Screening (continued)

Pre-employment Work Assessments:

Remains a “recommended only” best practice standard. Members who have implemented this program have had great success. Third party verification is still recommended for all new hires.The List of Essential Job Functions, which was created in conjunction with Concentra, is available on the RCCS webpage.

Professional Reference & Criminal History Checks

Effective May 1, 2005Required for all supervisory level personnel, who have been with the company less than one-year. Supervisory level personnel include, but limited to, the following:

– Senior Management– Project Managers– Superintendents– Foremen

Claims Management SystemsClaims Management Systems

Return-to-Work ProgramEffective May 1, 2005Must be effectively communicated to all staff members upon initial hire, and periodically thereafter.HC&A utilizes the Monthly Benchmarking data to monitor lost-time case frequency and number of lost-time work days.

First Report of Incident Effective May 1, 2005To date, Denise & Diana have been very pleased with the prompt reporting of WC/GL/Auto claims.Goal remains 24-hours

Accident InvestigationEffective May 1, 2005Accident Investigation Reports should be completed with 48-hours of incident notification.First Report of Injury Forms do not constitute a proper Accident Investigation, as they do ask question regarding root causes, corrective actions, and follow-up.Accident Investigations may be performed by the Safety Director, the Superintendent, or the project foreman.

Claims Management Systems (continued)

Claims Management Systems (continued)

CLAIM ALERT NOTIFICATIONEffective May 1, 2004Each member is responsible for notifying Hettrick, Cyr & Associates, Inc. with 24-hours should any of the following incidents occur:

– A fall from heights > 6 feet– Any loss on consciousness – Employee Hospitalization – Auto Accidents involving

bodily injuries– Significant Water Infiltration, or

similar large loss G.L. Claims– Claims expected to incur

$17,500 or more

CLAIM ALERT DOCUMENTATIONThe following information should be forwarded to Hettrick, Cyr & Associates, Inc. to ensure an accurate Claim Alert is distributed to the membership, and to help Gallagher Bassett deny, defend, and/or subrogate the claim:

– A copy of the accident investigation report.

– Pictures of the accident scene– Witness statements– A copy of the employees safety

training certificates– A copy of the operators

manual (if equipment is involved)

Safety CommitteesSafety Committees Safety Committees

Effective May 1, 2005Required for all members with 25 or more employees.Safety committee is required to meet at least every three-months.Documentation should include the following:

– Prepared Agenda– Meeting Minutes– Composition of Committee

Safety TrainingSafety Training New Hire Safety Orientation

Effective May 1, 2005 Failure to conduct New Hire Safety Orientation shall result in an immediate notification to the Loss Control Committee.HC&A evaluates the content & effectiveness of the safety training program: Training Content should include:

– Return to Work, Injury Reporting, PPE, Reporting Unsafe Acts/Conditions

– Fall Protection, Ladders, Haz-Com, Fire Prevention, Electrical, Overhead Hazards, Safe Lifting Techniques, material storage

Documentation should include an Employee Signature

Regulatory TrainingEffective May 1, 2005 Training Certification is based upon hazard exposure, but typically include:

– Fall Protection Certificates– Scaffold User– Aerial Lifts– Hazard Communications– Respiratory Protection

OSHA 10-hour will be considered as documented regulatory training.

Safety Training (continued)Safety Training (continued)

Supervisory Level Roles & Responsibilities Training:

Effective May 1, 2006All supervisory level personnel are required to complete the RCCS On-line Training Program.Training can be conducted by logging into the on-line training program, or by requesting a copy of the PowerPoint Training Program from HC&A.Members must submit the course evaluation form back to HC&A to receive a certificate.

Weekly Toolbox Talks:Effective April 1, 2005HC&A will audit files to determine if Toolbox Talks are being conducted on a weekly basis.Members are required to conduct the Monthly RCCS Insurance Company Toolbox Talks with all crews. HC&A tracks returned RCCS TBT’s by member & total # of signatures.

Safety Training (continued)Safety Training (continued)

Certified Roofing Torch Applicator Training (CERTA)

Effective April 1, 2005All torch applicators must have completed CERTA Training.CERTA training remains a strong recommendation for any member currently utilizing torch for “general use.”

Safety Managers MeetingEffective March 29, 2005Each member is required to send at least one representative to the bi-annual RCCS Insurance Company Safety Managers’ Meeting.The next meeting is tentatively scheduled for June 2007 at the DBI/Sala training facility located in Red Wing, MN.

Jobsite Safety InspectionsJobsite Safety Inspections Jobsite Safety Inspections

Effective April 1, 2005Each member is responsible for documenting the actual jobsite conditions for each foremen a minimum of every two-weeks.Members may use their own Jobsite Inspection Form, the Flat Roof / Steep Roof inspection form available in the online safety manual, or the RCCS Scorecard System.HC&A will be auditing completed jobsite inspection sheets during the next round of jobsite audits.

Fleet SafetyFleet Safety Non-Business Autos

The Underwriting Committee, in conjunction with Arthur J. Gallagher Risk Management Services and CNA Insurance, have determined that “non-business automobiles” will not be insurable through the RCCS Insurance Captive Program.It is the intent of the RCCS Insurance Program not to insure sport cars or other high performance vehicles.

Fleet Safety Policy:The Loss Control Committee and Underwriting Committee are currently working on a Fleet Safety Policy. The policy focuses on:

– Operating in a safe manner– Restrictions on “authorized

operators”– Restrictions on personal use,

without the employer’s permission– Subrogating accidents claims to the

operator’s primary insurance

The draft policy has been send back to the Underwriting Committee to determine if the policy applied to all authorized driver’s, or only those authorized to take company vehicles home at night.

NEWNEW

Fleet Safety (continued)Fleet Safety (continued)

Driver Motor Vehicle RecordsEffective May 1, 2005A driver’s history check is required for all employee’s / family members authorized to operate vehicle listed on the auto policyDriver history checks shall be completed upon hire, and annually thereafter.

Penalty Point SystemsRecommendation OnlyThe purpose of penalty point system is to ensure that all employees are evaluated to a standardized system.

Defensive Driver TrainingEffective November 1, 2005 Member may utilize the on-line training program, available through the RCCS Insurance Company webpage, or another outside trainer (AAA / Police)The online test has been revised, as training is required every two years.

Vehicle Accident KitsEffective April 1, 2005 Each vehicle shall be equipped accident investigation kit.Members are encourage to include a disposable camera with the vehicle accident kit.

Written Safety Program ElementsWritten Safety Program Elements

Administrative / Regulatory Programs

Effective April 1, 2005

HC&A will continue to provide recommendations to assist each member with the development of a comprehensive safety manual.

HC&A will evaluate the effectiveness of the written safety programs through jobsite observations and conversations with project managers, foreman superintendents, and employees.

Mold Awareness ProgramsMold coverage is not currently offered through the RCCS Insurance Program. A mold awareness program is required for members who have obtained a mold awareness outside of the captive.

The captive does have a new General Liability Best Practice Standard, which requires members to have a water infiltration program developed by January 31, 2007

Field Staff & Supervisory AccountabilityField Staff & Supervisory Accountability

Safety CounselingEffective April 1, 2005Each member shall be responsible for communicating the company’s safety responsibilities to individual’s and/or foremen during safety inspections.A sample program is available through the RCCS Loss Control Services webpage.To ensure compliance, HC&A make observations of the Safety Manager’s ability to identify hazards, explain the noted deficiency, and imitative to implement corrective actions.

Progressive Disciplinary Action Policy

Effective April 1, 2005Each member is responsible for implementing a Progressive Disciplinary Action Program, to ensure employees are held accountable for noted deficiencies of the company’s safe work practices.A sample program is available through the RCCS Loss Control Services webpage.

Field Staff & Supervisory AccountabilityField Staff & Supervisory Accountability

Personnel Safety Evaluation System

Effective November 30, 2006Foreman Safety Evaluations shall be completed annually.The Supervisor Safety Evaluation Policy was voted in a New Best Practice Standard at the Executive Manager’s Meeting in Atlanta, Georgia.The Evaluation Program was developed by a Loss Control Sub-committee, which included the safety managers from Douglass Roofing, Scalo Companies, and J.D. Miles & Sons.

Bill Hettrick will be discussing the New Best Practice Standard during Thursday’s Lunch.

NEW

General Liability General Liability Certificate of Insurance

Effective December 1, 2006The Underwriting Committee has voted to require a minimum of $1,000,000 in liability coverage from subcontractorsIt was recognized there may be a very few exceptions where a sub is hired on a non-routine, emergency basis where the member believes it is prudent to hire a contractor with lower limits. In the event of a claim under those conditions where the captive is more exposed, the Underwriting Committee may investigate why such a situation became necessary.

Documenting Pre-Existing ConditionsEffective November 1, 2006All members shall be responsible for documenting pre-existing damages to the roof, the building’s interior, and the building’s exterior.The inspection report should include photographs of the noted damages, and be signed by a representative of the project.HC&A has developed a sample General Liability Inspection Form, which is available through the RCCS Loss Control Service Webpage.

NEW NEW

General Liability (continued)General Liability (continued)

Develop A Written Water Infiltration Response Program:

Postponed until January 31, 2007Gallagher Bassett has determined that one national vendor cannot provide adequate coverage, geographically, for the RCCS Insurance Company, and has therefore recommended that each member research, and select, a qualified vendor.HC&A has developed a sample Water Infiltration Response Plan, which is available at the end of this section.

Conduct OSHA 10-hour TrainingPostponed until January 31, 2007Several member had requested an extension, due heavy September – November work loads. The Loss Control Committee approved the extension for all RCCS members.

Nightly Tie-In Inspection ProgramThis program is remains a recommendation at this time.The Loss Control Committee will evaluate the status of this Best Practice Standard again in the future.

NEWNEW