CALIFORNIA YMCA YOUTH & GOVERNMENT RISK MANAGEMENT HANDBOOK

CALIFORNIA YMCA YOUTH & GOVERNMENT RISK MANAGEMENT HANDBOOK

CALIFORNIA YMCA YOUTH & GOVERNMENT 1792 Tribute Road, Suite 480, Sacramento, CA 95815 Debbie Gabelich, President/CEO Anthony Volkar, Senior Director of Program Services Jeff Maier, Logistics & Risk Manager RISK MANAGEMENT HANDBOOK CONTENTS: -Introduction...1 -Role of Advisors...1-2 -Role of Program Staff/Volunteers...2 -Role of Delegates...2-3 -Role of First Aid Team and First Aid Station...3 -Role of Safety & Wellness Advisors...3 -Role of Security...3 -Emergency Crisis Team...4 -Risk Management Policies & Protocols...4 -Missing Delegate Protocol...4 -Earthquake Protocol...5 -General Evacuation or Fire Alarm Protocol...5 -Bomb Threat Protocol...5 -Urgent Care/Emergency Room...6-7 Updated 10/27/2016

INTRODUCTION California YMCA Youth & Government (Y&G) Risk Management policies exist to keep all participants safe while attending California YMCA Youth and Government conferences and YMCA functions. Our goal is always to create safe environments where youth can grow, learn, and thrive. The Risk Management Handbook exists as a tool to relay general safety practices to all participants ahead of time. With all participants receiving the same safety information, California YMCA Youth and Government core staff will continue to evaluate and adapt the best safety practices available in order to provide a safe and welcoming environment to all participants. ROLE OF ADVISORS Delegation advisors serve as guiding voices and positive role models for safety while at Youth and Government conferences and YMCA functions. In the case of an actual emergency, delegates will look to their advisor(s) for instructions on what to do. Thus, all advisors should work with their Lead Advisor or delegation/school/ymca to ensure they have a plan, teach the plan, and follow the plan to be prepared to handle an emergency or crisis. In a perfect world, an advisor would know where a delegate is at all times. We know that isn t always possible but you should ensure you know how you could find your delegates in the case of an emergency. To be prepared, you should review the conference schedule, coordinate delegate rosters with your Lead Advisor and establish a plan to check in with your delegates on a regular basis. In addition to the general expectations for advisors, Lead Advisors are expected to: -Maintain a copy of the Y&G Authorization Form for every delegate and advisor in your delegation. In the case of an emergency, this form has emergency contact information, medical insurance information, and a medical release for each participant. In a medical, dental or mental health emergency, this form is critical in providing information to the necessary provider(s). Physical copies are highly recommended and many Lead Advisors use a binder to hold copies of their forms. Originals are not required and should be left at the YMCA or school. -Prepare and print stickers or labels to be inserted on the back of the delegate s badge at conferences. The sticker or label must have the name and phone number of an advisor that would serve as the primary contact for that delegate in the case of an emergency. For safety reasons, Y&G needs this information easily accessible to delegates. -Make contact with the on-site Safety & Wellness Advisor assigned to your hotel to exchange contact information. If there are any risk management issues with the hotel, communicate them to the Safety & Wellness Advisor. 1

Prior to conference, delegation/schools/ymcas must ensure all advisors attending conferences or YMCA functions: -Bring photo identification with them. -Completed child abuse prevention training and maintain LiveScan fingerprint clearance on file at their YMCA branch/school. -Are in a ratio sufficient to maintain order and safety while at the hotels, meeting areas, or during transport. -Advisors who attend the Advisor and Volunteer Training in September may supervise delegates at a 1:12 ratio. -Advisors who attend Advisor One Day Trainings may supervise delegates at a 1:10 ratio. -Advisors who opt to not participate in advisor trainings may supervise delegates at a 1:7 ratio. -Advisor ratio is considered by coalition. It is the expectation of Y&G that delegations meet their actual supervision needs and are not solely focused on meeting the minimum requirement. -If you know your delegation will not be in compliance with these specified supervision ratios, communicate directly with the Y&G office for options. -Y&G core staff will verify and confirm if a delegation has appropriate supervision based on the number of advisors attending each conference (and their respective supervision levels). ROLE OF PROGRAM STAFF/VOLUNTEERS In the case of an actual emergency during a session, delegates will look to program staff for instructions or what to do. Thus, all program staff should work with their Lead Staff or Y&G core staff to ensure program areas have discussions about how to handle an emergency or crisis. In addition to the general expectations for advisors, Lead Staff are expected to: -Upon checking in at the conference, ensure you have received and reviewed evacuation routes for your meeting space provided in your program mailbox. -Ensure they have received and reviewed their delegate roster upon arrival to conferences. Use the rosters as needed to verify delegates in your program area. In the event of an evacuation during program area time, Program Area Staff will be responsible for checking and confirming the presence of all participants and fellow staff members. Once delegates and program staff have arrived safely to the evacuation rally point, Lead Staff should use the program roster to take attendance. ROLE OF DELEGATES Delegates have a responsibility in managing personal safety at Y&G conferences and events. All delegates should take precautions and use good judgment to best prepare for conference life. 2

Some helpful tips include: -No delegate is permitted to walk alone. Even though you may feel safe, it s always best to walk in groups of three or more.. -Download the Y&G application to your smartphone to receive important conference notifications. -Be aware of your surroundings and tell an advisor, program volunteer, or staff member if you see something that doesn t seem right. If you see it, report it. -Delegates are highly suggested to not bring any valuables to conferences. Y&G is not responsible if any items are lost or stolen. -For safety reasons, hotel doors are not permitted to be propped open. This ensures no one can walk into your room without permission and is an important component to provide for fire/life safety. -Pay attention when crossing intersections. At conferences, delegates need to obey traffic signals and use crosswalks for their own safety. -If you see something that is unsafe, tell an advisor, program staff, or another YMCA adult so that corrective action can be taken. ROLE OF FIRST AID TEAM AND FIRST AID STATION At conferences, California YMCA Youth & Government provides a First Aid Station equipped with a basic first aid kit and a space for delegates, with their advisor s active supervision, to have a quiet space to handle their parent/guardian approved medical self-applied treatments. First Aid volunteer staff will be attending conferences to distribute and record basic first aid items on an as needed basis. Remember, if there is a serious first aid or medical need, call 911. This resource is not a medical facility. ROLE OF SAFETY AND WELLNESS ADVISORS Safety & Wellness Advisors (SWA) are attending the California YMCA Youth & Government events as a resource for delegates, advisors, and volunteer staff. The SWA volunteers are onsite at the various hotel properties and spread throughout the interior area of operations for conferences. This group will assist with various functions including but not limited to advisor support, conference navigation communication, role modeling and upholding the code of conduct, mealtime rotation communication, and hotel best practices. ROLE OF SECURITY At conferences, California YMCA Youth & Government provides security to act as an external perimeter presence surrounding the main area of operations. Security personnel are intended to secure the perimeter spaces of conferences and alert Y&G Risk Management and Core Staff if challenges arise at the outlying areas surrounding the conference area. The Security team will be stationed at specific posts outside of the posted Y&G conference area boundaries to maintain a calm and secure awareness for people entering or attempting to exit the conference boundaries. 3

EMERGENCY CRISIS TEAM To provide leadership during a time of emergency, California YMCA Youth & Government has formed a crisis response team. In the event of an emergency, this team will work together to ensure participants are safe. The team is coordinated by the Y&G Logistics and Risk Manager and consists of Safety & Wellness Advisor Lead Staff, First Aid Lead Staff, Risk Management Lead Staff, Security Lead Staff, the Director of Event Operations, the Senior Director of Program Services, and the President/CEO. In certain circumstances, Y&G would connect with Y-USA, legal counsel, local emergency response teams, and other municipal groups as needed to respond to developing situations during times of crisis. To communicate with the crisis team during a time of crisis, contact the Y&G Risk Manager at (916) 2879622 ext 106. RISK MANAGEMENT POLICIES & PROTOCOLS California YMCA Youth and Government has established risk management policies and protocols to ensure for the safety of all participants. YMCAs/schools may have additional policies and procedures to follow in addition to the basic statewide plan. Remember to communicate regularly and work together to both prevent and problem solve issues. MISSING DELEGATE PROTOCOL If a delegate is reported missing while attending a Youth & Government conference, the following protocol should be followed: -When a delegate is reported missing, the person receiving the report should seek to collect as much information available as possible. Name, delegation, program area, basic characteristics (hair color, age, height, weight), clothing worn, when delegate was last seen and any descriptions will aide the search. -Core staff or members of the Crisis Response Team will attempt to locate the delegate in the designated session they should be attending. -Program staff may be asked to make an announcement during a session to locate the delegate. This may involve stopping current activities and questioning the room for additional information. -The Lead Advisor of the delegate will be contacted and will be asked to participate in the search process. They may be asked to search the delegate s room or contact roommates/other delegates that may have last seen the delegate. -If the delegate cannot be located, Safety and Wellness Advisors may search the immediate premises, including halls, restrooms, and other program sessions -Core staff at the Y&G registration desk should receive updates from all teams during the delegate search. If an individual or team locates the delegate, notify the registration desk to call off the search. Depending upon the circumstances, law enforcement notification may be necessary. Following a missing delegate situation, core staff and the Crisis Response Team will document the situation and take appropriate action to follow up with any necessary parties (including but not limited to the delegate s Lead Advisor, YMCA/school leadership, parents/guardians, and Safety Wellness Advisors). 4

EARTHQUAKE PROTOCOL Living in California, we are at a higher risk to experience an earthquake event than other locations. If an earthquake occurs during a Youth & Government conference, the following protocol should be followed: -During the earthquake, drop, cover, and hold on until the shaking ends. Additionally, take precautions for your own safety such as avoiding glass windows, heavy items that could fall on you, doors that can swing and hit you, etc. -After the earthquake, leave the building when the shaking stops and it is safe to evacuate. -Program Staff and Advisors should assist in leading delegates to identified evacuation rally points as identified on venue and hotel maps specific to conference locations. -Check yourself and others for injuries. Seek First Aid assistance if needed. -Be prepared for aftershocks. -If available, communication with advisors and program staff would occur via text. Those who can receive text communications should share widely with others. -If text messaging is not available, instructions will be communicated on easels in the registration area. -If possible, advisors or program staff should take attendance so emergency teams could identify missing individuals. GENERAL EVACUATION OR FIRE ALARM PROTOCOL If an evacuation or fire alarm is announced, assume there is an emergency and evacuate the building. Do not use elevators. Adults should assist in leading delegates to identified evacuation rally points. Follow any instructions provided by facility staff, Core Staff, Safety & Wellness Advisors or emergency response teams. Once participants are safe at the evacuation rally point: -If possible, advisors or program staff should take attendance. If attendance sheets are not available, use any available means to record the names and delegation of all students and adults in the group. -Wait for further instructions from facility staff, Core Staff or emergency response teams. If you are present for the circumstances of the evacuation or fire alarm, you should seek out Core Staff at the Y&G registration desk after the emergency ends to provides factual information for any reporting. BOMB THREAT PROTOCOL As the program runs conferences in major cities with facilities near popular downtown areas and government buildings, it is possible that a building or site could be the target of a bomb threat. Most bomb threats are received by phone and should be considered serious until proven otherwise. If a bomb threat is received by an individual, the person should immediately contact 911 emergency and report the incident. Follow any directions provided by emergency personnel. Police or facility staff may choose to evacuate the building or site. If this occurs, follow the evacuation protocol and any instructions provided by facility staff, Core Staff or emergency response teams. 5

URGENT CARE/EMERGENCY ROOM FACILITIES In case of a medical emergency call 911. For a First Aid type situation needing professional medical assistance, the following facilities are located near active Y&G conferences. If advisors, delegates, volunteers, or Core Staff leave a Y&G conference seeking out medical attention, please notify the Y&G Risk Manager at (916) 287-9622 ext 106. FRESNO For Youth & Government events in Fresno, there are two main hospital facilities and a series of supporting urgent care facilities. Remember that if a life threatening medical situation exists, call 911. For the Youth & Government main campus area of downtown Fresno near the Convention Center, the closest main hospital facility is the Community Regional Medical Center: (559)-459-6000. The Community Regional Medical Center is located at 2823 Fresno Street, Fresno, CA 93721. This facility is a Level 1 Trauma Center with a 24 hour Emergency Room. For the groups staying in the River Park area of Fresno (Homewood Suites, Springhill Suites, Holiday Inn Express, and Comfort Suites), the closest main hospital facility is the Kaiser Permanente Fresno Medical Center: (559)-448-4500. Kaiser Permanente Fresno Medical Center is located at 7300 North Fresno Street, Fresno, CA, 93720. For the groups staying in the Airport Area of Fresno (Best Western Airport, Ramada Airport, Piccadilly Inn Airport, and Piccadilly Inn Express), the closest medical facility is the 24/7 Urgent Care Clinic: (559)452-1000. 24/7 Urgent Care Clinic is located at 5261 East Kings Canyon Rd, Fresno, CA 93727. SACRAMENTO For Youth & Government events in the downtown Sacramento area near the Convention Center, the closest main hospital facility is Sutter Medical Center Emergency Department: (916)-887-1130. The Sutter Medical Center Emergency Department is located at 2801 L Street, Sacramento, CA 95816. This facility has a 24 hour Emergency Room. The closest Urgent Care option for downtown Sacramento is Sutter Urgent Care Sacramento: (916)731-7728. Sutter Urgent Care Sacramento is located at 1201 Alhambra Blvd, Suite 230, Sacramento, CA 95816. This facility is NOT 24 hours, rather: weekdays 1:00pm-8:30pm and weekend/holidays 10:00am-5:30pm. Please call before going to this facility to ensure the hours of operation are current. PASO ROBLES (CAMP ROBERTS) For Youth & Government events at Camp Roberts, the closest medical facilities are south on highway 101. The closest Emergency Room is at the Twin Cities Community Hospital: (805)-434-3500. The Twin Cities Community Hospital is located at 1100 Las Tablas Road, Templeton, CA 93465. This location is just south of Paso Robles and offers a 24 hour Emergency Room. 6

PASO ROBLES (CAMP ROBERTS) cont d. The closest Urgent Care is Urgent Care Twin Community Hospital: (805)-621-7451. Urgent Care Twin Community Hospital is located at 500 1st Street, Paso Robles, CA 93446. This facility is NOT 24 hours, rather: weekdays 8:30am-7:00pm and weekends 8:30am-3:00pm. Please call before going to this facility to ensure the hours of operation are current. LOS ANGELES Nearby to Los Angeles International Airport (LAX), the closest hospital facility is Centinela Hospital Medical Center (CHMC): (310)-673-4660. Centinela Hospital Medical Center is located at 555 East Hardy Street, Inglewood, CA 90301. This facility is a Level 3 Paramedic Receiving Station with a 24 hour Emergency Room. Also, nearby LAX is the El Segundo Medical Center: (310)-322-1611. El Segundo Medical Center is located at 525 Main Street, El Segundo, CA. This facility is a doctor s office, and NOT 24 hours, rather: Monday-Friday 8:30am-5:30pm, Saturday 9:00am-1:00pm, Sunday/holidays Closed. 7