Jessica BrodeySeptember 16, 2009

AT Conference on Reutilization

What is liability? How do I mitigate liability? Where do I start? Utilize Resources Insurance Policies and Procedures

Liability means legal responsibility for actions or activities (and any problems or injuries that arise from those actions or activities).

Legal responsibility can result in expenses – the costs for repairing or fixing, litigation, or damages.

Affect reputation. Unhappy consumers = claims of liability

Insurance

Develop organizational structure/staffing

Identify reuse activities

Create Policies and Procedures

Who will you insure? For what activities? Activities must reflect/be consistent with your

coverage

Types of insurance:◦ Directors & Officers◦ Key Person Insurance◦ Employees◦ Volunteers◦ Car/Driver◦ Facilities◦ Inventory◦ Activities◦ Property

Determine appropriate organizational structure (corporation, sole proprietorship, 501(c)(3))

Independent or affiliated? Identify staffing needs

◦ Employees◦ Volunteers◦ Contractors/Partners

Exchange Reassign/Redistribute Refurbish Recycle

Narrow the scope – start small and build

Topic Overview:◦ Define policies and procedures◦ Why should we care about policies and

procedures?◦ Utilize resources◦ Prioritize policies and procedures

Policies: ◦ High-level guidelines.◦ A policy is a plan of action to guide decisions and

actions. ◦ Provide ground rules for effective interactions. ◦ Reflect high-risk areas of care. ◦ Policies are usually based upon accepted, well-

defined norms/standards of practice. Norms/standards articulate what is done, who is served, and what resources are needed.

Procedures:◦ Procedures delineate the processes and activities

necessary to implement policies; in other words, the day-to-day operations.

◦ Procedures are usually based on professional guidelines when they are available.

◦ Procedures provide step-by-step guidance for basic organizational activities (e.g., client intake, santization, delivery of products).

Means to mitigate liability Provide a structure to ensure practices are

performed appropriately Safeguard to avoid mistakes Guidelines for accountability Help with continuity Presumption that you “did it right.”

Affiliated with a broader organization or an umbrella organization?◦ University◦ Government Agency◦ 501(c)(3)◦ Partner◦ Board members

Policies and procedures are constantly evolving and ongoing – cannot ever get them “perfect.”◦ Always room for improvement◦ Always additional things to be added◦ Programs are always growing and changing

Identify which of the categories are most “critical” to the core operations of your program

Identify which of the categories pose the most risk/exposure for your program

Organizational Structure  Governance & Management Insurance Consumer Involvement Human Resources Finance and Accounting User Services Program Operations Marketing and Public Relations Outcomes Partners/Collaboration Sustainability Disaster Preparedness

High Priority◦ User Services◦ Program Operations◦ Insurance

Moderate Priority◦ Organizational Structure ◦ Governance & Management◦ Consumer Involvement◦ Human Resources◦ Finance and Accounting◦ Marketing and Public Relations◦ Partners/Collaboration◦ Sustainability

Low Priority◦ Outcomes◦ Disaster Preparedness

User Services◦ Client Intake◦ Equipment Matching◦ Training◦ Technical Assistance◦ Delivery◦ Follow Up◦ Website Operations

Program Operation◦ Facilities◦ Acquisitions/Donations◦ Inventory Management◦ Evaluation◦ Repairing/Refurbishing◦ Sanitization◦ Storage◦ Distribution/Transportation of Equipment◦ Disposal/Recycling◦ Website Operations

View Policies and Procedures as your road map to success

Liability issues are a series of questions you need to answer – What, When, How, Why, Where, Who.

Addressing these questions will become your road map for operating your program.

Start slow – it is better to delay providing services and get the planning and structure in place.

Insurance coverage is critical. Address organizational structure/staffing. Focus on activities

◦ Pick one◦ Break it down into parts – think Who, What, When,

Where, How and Why.◦ Write it all out on paper.

Jessica BrodeyJMB Policy Consulting(301) 770-1127jessica@passitoncenter.org