HomeMy WebLinkAboutN-351 - Incidents Having Potential for Liability-Reporting ProceduresCITY OF PASCO
ADMINISTRATIVE ORDERS
Administrative Order No. 351
Risk Management
Subject: Incidents Having Potential for Liability/Reporting
Procedures
Initial Effective Date:
10/29/86
which there
Revised
12/2/08
4/12/12
2/l,,5/13
liability of the City to any person, including
City employees.
Approved
GC
GC
The following Administrative Order is effective February 15, 2013, and supersedes
Administrative Order No. 351, dated 4/12/12, Administrative Order No. 318, dated 12/2/08, and
Administrative Order No. 53, dated 10/29/86.
I. PURPOSE:
To establish
policy and procedures
for the investigation
and reporting of all incidents in
which there
is personal injury or
damage to property
(private or City) or having a
potential for
liability of the City to any person, including
City employees.
II. DEPARTMENTS AFFECTED:
All
III. POLICY:
When a City employee is involved in, or observes any type of incident in which there is
personal injury or property is damaged or which could become a claim, or could involve
City liability, the following procedures shall be followed. All incident reports are to be
filed with the City's Risk Manager (Deputy City Manager). Public Safety incidents
(Police and Fire), for which incident reports are routinely prepared and filed as a matter
of policy or law, need not be filed with the Risk Manager, unless requested; or unless the
incident includes an accident involving a city vehicle or unusual damage or injury.
IV. DEFINITIONS:
A. An "Incident" is something that; 1) has occurred which may result in a claim of
personal injury or damage to property (private or City); or 2) someone alleging
any action or issue that may result in liability against the City.
B. "Injury" means any personal injury that requires first aid treatment (e.g. scrapes,
cuts, etc.) or any incident that may require the individual to seek medical
attention/treatment in the future (e.g. slip, trip) though no injury may be apparent
when the incident occurs.
C. "Damage to private property" means any damage to property, real or personal, for
which an owner may claim compensation.
D. "Damage to City property" means damage of $500 or more to City real property,
building, vehicles or equipment. Reportable damage, for the purpose of this
Administrative Order, does not include vandalism or reasonable wear and tear on
equipment and properties.
V, PROCEDURES:
A. Give prompt and appropriate assistance as indicated by any City policy,
departmental or division policy or emergency conditions. Call 911 for emergency
medical assistance if needed.
B. Record all details of the incident to include names, time, exact location, and your
observations on an incident report form (attached) or any other type of field
manual in your possession at the time. Be observant and accurate. This
information will be used by the adjuster if a claim is filed and possibly as an aid
to our attorney should a lawsuit result.
Take pictures if possible.
C. If an incident report form is not used at the time of the incident, you should fill
one out as soon as possible and forward it to your supervisor who will forward to
the City's Risk Manager (Deputy City Manager). The Risk Manager will retain a
file of all incident reports and forward copies to the City's insurance agents.
1. When documenting an incident, record only facts, not opinions. If there is
additional information that should be considered but not put in writing,
indicate on the form for the Claims Adjuster or City Attorney to contact
you.
2. When the Claims Adjuster or Attorney contacts you, be honest in your
comments and supply them with all the information you have.
D. Serious incidents should be phoned to the appropriate personnel right away. In
the event of an incident involving serious injury, a fatality, or large property loss
occurring after regular working hours, Evergreen Adjustment Service may be
contacted directly using the 24 -hour phone number of (800)933 -4235. Examples
of incidents that should be reported immediately:
1. Auto Fatality
2. Pedestrian Fatality
3. Downed Stop Sign Accident
4. Witnessed Trip & Fall
5. Police Shooting
6. Any Serious Injury Involving Member's Property or Personnel
7. Large Property Loss
8. Sewer Back -up
9. Water Main Break
10. Workplace violence of any kind
Administrative Order 351 — Incidents Having Potential for Liability /Reporting Procedures
Page 2
E. Do not admit liability or state that the City will take care of the damages. Refer
all questions to the Risk Manager.
Do not discuss the incident with anyone other than your supervisor or other
authorized personnel. Every incident is a potential claim and statements made by
you could result in the City having to assume liabilities that are not warranted.
F. Upon learning of an incident, the Departmental Director or Division Manager
shall insure that an Incident Report Form is completed and submitted to the Risk
Manager within one (1) working day. The supervisor must sign the Incident
Report Form.
If any person
calls the City
regarding an injury or damage to their personal
property, they
shall be referred
to the Risk
Manager.
G. The Risk Manager will file the appropriate Incident Report Form with the City's
insurance carrier or take other appropriate action and shall keep and file a copy of
all forms by reference to date, department, name of potential claimant and type of
incident.
Administrative Order 351 — Incidents Having Potential for Liability/Reporting Procedures
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