HEALTH AND FITNESS Risk Management Guidebook · HEALTH AND FITNESS Risk Management Guidebook The...

IMPORTANT NOTICE: The enclosed loss control information is for your consideration in your loss prevention efforts. They are not intended to be complete or definitive in identifying all hazards associated with your business, preventing workplace accidents, or complying with any safety related, or other, laws or regulations. You are encouraged to address the specific hazards of your business and to have your legal counsel review all of your plans and company policies.

HEALTH AND FITNESS Risk Management Guidebook

The purpose of this Risk Management Program is to provide our clients in the Health and Fitness industry with information dealing with targeted areas of loss potential for all operations. Please take time to review these materials and integrate them into your ongoing loss prevention efforts at your facility. If you would like additional Loss Control assistance please contact the Philadelphia Insurance Companies Loss Control Department by visiting us on the web: www.phly.com

PIC Loss Control Services

http://www.losscontrol.com/


TABLE OF CONTENTS IMPLEMENTATION................................................................................................................3

STEP 1: DEVELOPING A MANAGEMENT POLICY STATEMENT .............................4

STEP 2: INSTITUTE A SAFETY COMMITTEE .................................................................6

STEP 3 : DETERMINING AND CONTROLLING EXPOSURES ....................................7

STEP 4: DEVELOP ACTION PLANS .................................................................................8

STEP 5 - ESTABLISH PROCEDURES ..............................................................................9

STEP 6 -INSTITUTE MANAGEMENT CONTROLS .......................................................15

APPENDIX I - EXPOSURE INVENTORY (OPERATIONS AND CONTROLS) .........17

APPENDIX II SPECIFIC EXPOSURE CONTROLS .......................................................19

APPENDIX III -THE PROPER METHOD OF CONDUCTING MEDICAL

BACKGROUND CHECKS ON COMPANY EMPLOYEES............................................39

APPENDIX IV - THE PROPER METHOD OF CONDUCTING MEDICAL

BACKGROUND CHECKS ON PATRONS OF A SPORTS CLUB ..............................41

APPENDIX V - DETAILED RESPONSE PROCEDURES FOR MEDICAL

EMERGENCIES ....................................................................................................................42

APPENDIX VI -YOUR CLUB’S CHILD CARE CENTER ...............................................44

APPENDIX VII – BASIC EMERGENCY PLANNING .....................................................47

ADDITIONAL FORMS MAY BE DOWNLOADED FROM PHLY LOSS CONTROL 50


IMPLEMENTATION

There are SIX STEPS TO SUCCESS in implementing a loss control program:

1. Develop a Written Management Statement Institute a Safety Committee 2. Institute a Safety Committee 3. Take an Inventory of your club‘s Operations and Hazards 4. Develop Action Plans based on the Inventory of Hazards

5. Establish Procedures for:

Member Orientation

Employee Selection & Training

Incident / Accident Investigation, Reporting and Analysis

Emergency Preparedness

6. Institute Management Controls In the sections that follow, we have taken the Six Steps and developed detailed procedures for each one.


STEP 1: DEVELOPING A MANAGEMENT POLICY STATEMENT

Background Information Loss Control and Safety is the responsibility of Management. Management‘s concern and commitment to loss control and safety must be communicated to employees, club members and the public. A written position statement signed by the club owner or other senior official needs to be posted in a prominent location for all to see.

A sample position statement follows for your reference.

A copy of the statement should be kept in the Reference section of this manual.

The statement should be updated at least once each year, or more often, if conditions warrant.

Action Plan & Implementation Schedule

Key Area Person

Responsible Due Date Date Completed

Develop written Management Policy

Statement

Post written Management Policy

Statement

Update Management Policy Statement


SUGGESTED MANAGEMENT POSITION STATEMENT ON SAFETY (On club stationery - to be posted in prominent locations) TO: Club Members and All Employees SUBJECT: Safety and Loss Control A top priority at (name of club) is to provide all our members and employees with the safest possible environment. This includes all aspects of the building‘s physical structure, as well as its equipment and supplies. In order to reach and maintain this goal, we need your help and support. If a member sees an unsafe condition, hazard or exposure, or a situation that might lead to an accident or injury ... please bring it to the attention of one of our staff immediately. All employees should be on the alert for any unsafe conditions ... bring these matters to the immediate attention of your supervisor. We are totally committed to do all that is necessary to eliminate those hazards that might cause an accident or injury. With your active involvement ... and by working together ... we know WE WILL MAKE IT HAPPEN! Thank you for your response and cooperation, Very Truly Yours, (Signed by Owner or Club Manager)


STEP 2: INSTITUTE A SAFETY COMMITTEE

The Safety Committee designs your safety program and oversees its operation.

The Committee should be made up of at least 3 individuals, one of whom should be from management.

One of the members of the Safety Committee should be designated as the Safety Coordinator.

The Safety Coordinator is the one person who will be responsible to see that all aspects of the Loss Control Program are complied with.

The Safety Committee should meet at least once a month, and keep written minutes of its meetings.

Action Plans with targeted completion dates are to be completed by the Safety Committee.

All incident and accident reports need to be reviewed by the Safety Committee. Taking needed action, based on this review, is a key function of the Committee. Safety Committee Action Plan & Implementation Schedule

Action Person Responsible Due Date Date Completed

Form Safety Committee consisting of:

Coordinator:

Staff Member:

Staff Member:

Staff Member:

Staff Member:

Set Meeting Schedule

Person Responsible for Written

Minutes:

Staff Member:

STEP 3: DETERMINING AND CONTROLLING EXPOSURES

Determining Exposures: Use Form – ―Appendix I -HEALTH & FITNESS EXPOSURE INVENTORY‖ at the end of this guidebook to determine your exposures. Go through this list and check the appropriate box for each of the listed operations to see whether it is ―Present‖ or ―Not Present‖ in your club.

1. For each operation/facility that is ―Present‖ in your club, complete the respective Inventory of Operations/Hazards sheet.

2. For each hazard that exists, you need to develop an action plan for eliminating or reducing that

hazard.

3. The action plans need to be specific and have a target completion date. The Safety Committee needs to review and approve all action plans and be on the alert for any new Operations/Hazards that might develop after the initial survey. Inventory Action Plan & Implementation Schedule

Action Person Responsible

Due Date Date Completed

Complete Exposure Inventory Master Checklist (See Below)

Complete Health & Fitness Exposure Inventory Form (See Appendix)

Set action plan and target completion dates

Obtain approval by Safety Committee

Controlling Exposures: Use Form – “Appendix B -“EXPOSURE INVENTORY MASTER CHECKLIST” as a guide to determine proper controls for each exposure If the proper controls are not in place, then you must develop an action plan (s) to delete, control, or correct the exposure.

STEP 4: DEVELOP ACTION PLANS

After you have taken an Inventory of your Operations/Hazards and completed each preceding sheet that applies, you will have an entry in each of the Action Plans sections. These Action Plans should show specific corrective steps to be taken to eliminate or reduce the particular hazard. In addition to the specific action, a target completion date needs to be established for each Action Plan. The Safety Committee is responsible for making sure that Action Plans —with target completion dates — are monitored and implemented. All Action Plans should be reviewed by the Safety Committee at Committee meetings. Proper follow-up of the Action Plans is critical to the success of your Loss Control Program.

Action Person Responsible

Due Date Date Completed

Complete Action Plan & Implementation Schedule on Health & Fitness Exposure Inventory Form, including due date and date completed.

Safety Committee reviews and approves all Action Plans

Safety Committee monitors results (monthly)

STEP 5 - ESTABLISH PROCEDURES

Specific procedures need to be developed and implemented in each of the following key areas:

Key Area Person


5A Member Orientation

5B Employee Selection & Training

5C Member Screening and pre-

qualification

5D Incident / Accident Investigation,

Reporting and Analysis

5E Emergency Preparedness

Attached is a separate sheet for each of these four procedures listing details and specific action steps. You may find there are additional areas for which you need to develop specific procedures. 5A - PROCEDURE: MEMBER ORIENTATION

A. It is essential for you to develop a system for advising members about potential sources of injury when using club equipment.

B. New members should be instructed in the proper use of all equipment and facilities and

properly supervised. C. Employees must be properly qualified and trained to instruct new members. D. A written record of the member orientation should be maintained. E. The member should sign the orientation record to signify that they have been instructed in the

proper use of the equipment. Action Plan & Implementation Schedule

Key Action Person


Develop written procedures

Implement written procedures

Update written procedures

5B- PROCEDURE: EMPLOYEE SELECTION & TRAINING Employee Selection

A. The qualifications of fitness instructors and staff members assigned to child care must be carefully reviewed.

B. State and local regulations should be checked for licensing and certification requirements.

C. All references should be thoroughly checked.

D. If any services are subcontracted, certificates of insurance should be required.

E. Consideration should be given to a pre-employment physical by a licensed doctor.

Employee Selection Action Plan & Implementation Schedule

Key Action Person


Check local regulations

Implement procedures for screening

Other:

Legal Considerations

1. Legal advice should be obtained on employee selection procedures. Restrictions have been placed on the information that can be reviewed in screening applicants. If improper information is used to restrict hiring, a personal injury lawsuit may result.

2. The evaluation of applicants should be as thorough as legal restrictions allow.

3. These legal restrictions vary from state to state. Consult legal counsel for guidelines in

your area.

4. A discussion of how to conduct medical background checks on employees is included in the Reference section of this manual.

Employee Training

1. The club should have a planned employee training program that includes initial education and refresher training. Specific subjects for employee training must be determined on an individual basis.

2. Employees must be educated in their responsibilities relating to safety and loss control.

They must see the need and have the desire to implement the safety procedures set by top management.

3. Active employee participation in the Loss Control Program will benefit management by:

A reduction in losses

Increasing employee morale and reducing turnover

Providing management with insight into safer procedures and better efficiency through employee input.

Employee Training Action Plan & Implementation Schedule

Key Action Person


Develop a written plan

Implement written plan

Other:

STEP 5C- PROCEDURE: MEMBER SCREENING AND PRE-QUALIFICATION

The qualifications of members must be carefully reviewed prior to joining the club. In addition, member medical history should be periodically reviewed, updated and documented.

Members must submit a Health History Questionnaire (see Appendix) listing any chronic ailments or handicaps that might affect their ability to safely participate.

Members must complete a Physical Activity Readiness Questionnaire (see Appendix) to help identify any high-risk individuals prior to conducting physical activity in the club.

Members should submit a Medical Information Release Form (see Appendix) signed and dated by the member.

Members should submit a Medical Referral Form (see Appendix) signed and dated by your physician.

Members should submit an Exercise Release Form (see Appendix) signed and dated by the member.

Member records should be updated periodically to ensure the most recent member history information is provided.

MEMBER SCREENING AND PRE-QUALIFICATION Action Plan & Implementation Schedule

Key Action Person


Develop written procedures for screening and

monitoring health history of members

Implement procedures for screening

Document and file member screening

information

Update member information frequently

Other:

STEP 5D- PROCEDURE: INCIDENT INVESTIGATION, REPORTING AND ANALYSIS

1. The club should develop an Incident Investigation, Reporting and Analysis System.

2. A Health Club Incident Report Form (see Appendix) should be completed for each incident.

3. An incident should never be considered a total loss, since something can always be learned from each one.

4. An Incident Investigation, Record-keeping, Reporting and Analysis Program should consist

of:

Supervisory Incident Investigation Procedures

Every incident should be investigated to document the event, determine all causes, and initiate corrective action.

Each incident should be investigated as soon after the occurrence as possible, usually within 24 hours.

The investigation report should answer the questions: Who, What, Where, When, How and Why.

Management Participation and Review

Management should review each incident investigation and provide input into corrective action, as needed.

Incident Analysis

Periodically, all incident investigations should be analyzed to determine trends and recurring problems, and to determine further control measures, as needed.

Incidents should be analyzed by the Safety Committee. INCIDENT INVESTIGATION, REPORTING Action Plan & Implementation Schedule

Key Action Person


Develop written procedures for Incident

Investigation, Reporting and Analysis

Implement procedures for Incident

Investigation, Reporting and Analysis

Conduct Periodic Incident Analysis with the

Safety Committee and formulate corrective

action plans accordingly

Other:

STEP 5E - PROCEDURE: EMERGENCY PREPAREDNESS 1. Every club has the potential of experiencing an emergency situation —whether it is a fire,

weather-related situation, catastrophic accident, civil strife, or other emergency.

2. All potential emergency or catastrophic exposures must be considered, and effective control procedures evaluated for each club location.

3. A written plan must be developed, implemented and periodically revised, as required, to

prepare each location for any emergency that may arise.

4. A good emergency plan should consider the following elements:

Inspection, Maintenance and Readiness of Proper Emergency Equipment

Access to the facility for Ambulances/EMS Units

Public Relations and Employee Welfare

Shelter, food and medical care

Radio, TV and press communications

Fire Fighting

Evacuation

Facility Protection

First-Aid

Control of Utilities - gas, electric, water

Communications (police, fire, medical, other)

External and Internal: Telephone, 2-way radio, PA system

Transportation

Records

Practice Drills Consult the Reference section of this manual for additional information about establishing a system of emergency preparedness for your club. A complete Emergency Response Manual and Emergency Response Team Form are provided for your reference (see Appendix)

EMERGENCY PREPAREDNESS Action Plan & Implementation Schedule

Key Action Person


Develop written procedures for Emergency

Response

Develop an Emergency Response Team

Implement procedures for Emergency

Response and audit Response Team as

employees turnover

Other:

STEP 6 -INSTITUTE MANAGEMENT CONTROLS

1. Management must make sure that the Safety Committee is fulfilling all of its responsibilities

and duties.

2. Management should plan to sit in on Safety Committee meetings and review meeting minutes.

3. A Program Audit Form (see Appendix) is attached. This form should be prepared and

updated by the Safety Committee and given to Management. As the form is updated, management should be sent updated copies.

4. At least twice a year, Management should hold a general meeting of all employees to

review the Loss Control Program and its resulting accomplishments. This is an excellent time to ask employees for their suggestions and other input.

5. Management should consider some type of safety ―Incentive Award.‖ For instance, general

meetings might include a luncheon and/or dinner to recognize employees deserving recognition for their loss control accomplishments.

Key Action Person


Safety Committee Meeting #1












General Safety Meetings (All Employees)

Incentive Safety Award Presentation

Completed Program Audit Checklist

Other:

APPENDIX (I – IX) Health Club Exposure Inventory Form (Inventorying operations, exposures and controls) Health & Fitness Forms Physical Activity Readiness (PAR) Questionnaire Health History Form Medical Information Release Form Medical Referral Form Exercise Release Form Tennis Court Maintenance Log Conducting Medical Background Checks on Company Employees Conducting Medical Background Checks on Club Patrons Detailed Response Procedures for Medical Emergencies Protecting Your Club Against Liquor Liability Your Clubs‘ Child Care Center: A Priority For Risk Management Basic Emergency Planning OSHA Handbook for Small Businesses - Safety Management Series

APPENDIX I - EXPOSURE INVENTORY (OPERATIONS AND CONTROLS)

Use this form to identify exposures

PRESENT NOT PRESENT

Comments

1. Building Owned

2. Aerobics / Dance

3. Air Supported Structure/s

4. Beauty Salon

5. Boiler/s (gas or oil fired)

6. Boxing Rings

7. Child Care / Nursery

8. Client Services ( )

9. Club Owned Vehicles (vans, cars, etc.)

10.

Cold Plunge Pool

11.

Electrical Transformers / Panels

12.

Elevator/s or escalators

13.

Fitness & exercise equipment

14.

Flammable/Combustible/Chemical Stge.

15.

Gymnastics / trampoline

16.

Health Food Sales / Pro Shop Sales

17.

Heating, Ventilation, Air conditioning

18.

Inhalation

19.

Karate / Martial Arts / Tae Bo

20.

Leased Areas

21.

Liquor / Beer / Wine / sold or permitted

22.

Massage rooms

23.

Meeting rooms

24.

Member services / Reception area

25.

Nutrition Counseling

26.

Paddle / platform tennis

27.

Parking Lot

28.

Racquetball / squash

29.

Restaurant

30.

Running Track (indoor/ outdoor)

31.

Sauna

32.

Satellite dish / antennae

33.

Spinning

34.

Steam room

34.

Swimming facilities

36.

Tanning Booth/s / Sun lamps

37.

Tennis (indoor / outdoor)

38.

Tournaments / Trips / Special Events

39.

Whirlpool / Spa

40.

Other ( )

41.

Other ( )

42.

Other ( )

43

Other ( )

APPENDIX II SPECIFIC EXPOSURE CONTROLS

After reading this section, you should have a better idea about how to develop a written loss control plan, inventory your operations, implement action steps, and analyze the success of your club‘s loss control program.

AEROBICS/DANCE

Review the instructors‘ qualifications and training. Aerobic class warm-ups should be mandatory. Enthusiastic, fit instructors often tend to set too intense a pace in their routines. Separate classes should be held for low, intermediate and advanced levels. Written plans for each level should be established. All instructors should be aware of emergency procedures. Instructors and trainers must advise members to STOP if they become overheated, dizzy, or experience shortness of breath. Also, an adequate rest period should be provided between classes. A limit should be established for the size of the classes and enforced. Adequate space should be available to prevent members from striking each other during aerobic routines. Additional space should be provided if weights are being used. Adequate provisions for equipment storage are needed to prevent tripping hazards. Instructions and warnings should be posted and communicated. Specific procedures for the orientation of new members should be established. Next, review the physical condition of the room. Adequate lighting and ventilation is needed. Flooring should be slip-resistant and in good condition. (Mats should not be used, as they may create a tripping hazard.) The floor in aerobics rooms should have some impact absorption. Floors that ―give‖ can reduce the shock to the legs and joints. Mirrors should be constructed of safety glass and securely mounted. The instructor‘s platform should be of sturdy construction and well maintained. The sound system should be properly grounded and secured. Housekeeping should be satisfactory. Timers should be prominently visible in the room.

AIR-SUPPORTED STRUCTURES

Air supported structures need to be fully evaluated. Their maintenance and specific provisions for life safety need to be considered. If the club has an air supported structure for tennis courts or other facilities, the structure and equipment should be checked regularly and carefully. Quarterly inspections of the structure and supports should be made by a qualified firm and documented. The design, manufacture and erection of the structure and inflation system is required to be certified by the installer. The records of the certification should be reviewed and maintained on the premises. The owner is required to certify the inspection of the facility every two years. The air supported structure may collapse if not properly installed and maintained, trapping persons inside. There should be an automatic emergency power system and at least two blowers to provide the air pressure holding the roof up.

There should be at least 2 exits, remote from each other. Exits should be arranged so that a person in any part of the structure will not have to travel more than 150 feet to an exit. Exits should all be accessible and operate freely. Along with the emergency power system, emergency lighting should be provided to aid in the evacuation of the structure. Employees should be fully trained in these emergency procedures. Smoking and open flames should be prohibited, and heating appliances should be located outside of the structure. These heating devices should be ducted to the outside of the building and properly installed. The electrical systems within the structure must conform to the National Electrical Code. The fabric or skin of the building must be of adequate strength, tear and flame resistance. Weather conditions should be monitored. High winds, large winds, large storms and heavy snows can damage the structure. If heavy weather is being encountered and there is a danger of damage to the structure, the area should be evacuated until the danger passes. Security should be provided for the air supported structure to prevent vandalism and damage. If vandals or unauthorized persons damage the mechanical system or the fabric itself, a collapse may be caused. The overall conditions inside the structure should be evaluated. Temperature and humidity should be controlled to prevent overexertion. Adequate ventilation should be maintained.

AUTOMOBILE/FLEET

List the number and type of vehicles being operated by the club. Consider whether vehicles are owned, leased or hired. Consider whether any vehicles will be rented for special occasions. Determine what the vehicles are used for and who drives the vehicles. Review the licensing, inspection and maintenance of the vehicles. The vehicles should be on a planned, preventive maintenance program. A secure storage area should be provided so that the vehicles will be protected and not subject to vandalism and deterioration. Review the qualifications of all staff members who may drive the vehicles. Motor vehicle registration (MVR) checks should be made on all drivers. Criteria should be established for determining an acceptable motor vehicle record. A sample review criteria for drivers is as follows:

One preventable accident or one convicted moving violation: a verbal notice/reminder of safe driving performance. The verbal notice shall become part of the employee‘s personnel files.

Two preventable accidents or two moving violation convictions within a three-year period: a written warning plus a remedial training program. The personnel file shall document this warning. At this point, MVR reports shall be required annually to closely monitor driving performance.

Three preventable accidents or three vehicle violation convictions, or a combination of three accidents/violations within a three year period: driver will be subject to losing driving privileges.

If convicted of driving while impaired: driver is subject to loss of driving privileges. Drivers with excessive violations or accidents should not be allowed to operate company vehicles. Determine whether any non-employees will use the vehicles. If so, are they required to provide their own insurance, and are their driving qualifications checked? Personal use of the vehicles and use of employees‘ vehicles should be controlled. All vehicles should be well maintained and operated by responsible, qualified drivers.

CHILD CARE

Review the staff qualifications if a child care facility is being provided. Review the staff to child ratio. To ensure life safety in fires the NFPA (National Fire Protection Association) provides specific guidelines for staff to child ratio. For children between birth and 2 years, there should be 1 staff member for each 3 children. For children between 2 and 3 years of age, there should be at least 1 staff member for each 5 children; and for children above 3 years, there should be at least 1 staff member for every 10 children. Review the facility being used for care of children. The facility should be visible from the main desk and constantly monitored. There must be adequate egress from the facility for emergency use. The equipment in the room should be suitable for the ages of the children and in good condition, with no loose parts or sharp edges. Activities should be suited for the ages of the children, and adequate staff should be available to supervise the activities. Floor surfaces or ground surfaces should be checked, and the condition and inspection of playground equipment should be monitored. There should be strict procedures on signing in and signing out of children. Parental releases for child care should be provided. Local and state requirements for licensing and permits should be reviewed. Evaluate the overall record keeping and the confidentiality of records. Adequate enrollment procedures should be enforced, with all records maintained in a secure place. Required licenses, permits and certificates should be on file and current. Complaint procedures should be established. Incident records should be complete and up to date. It is important to report and review all incidents with parents. Parents should be advised of the specific injury and the circumstances involved. Discussions with parents should be documented. Incidents should be analyzed to identify problem areas. Claim reporting procedures should be established. Corrective actions should be taken. Evaluate security measures. Effective child release controls should be in effect and enforced. Parents should be identified before the child is released. Signatures should be required. Parents

should be notified if someone other than the parent attempts to pick-up the child. Security controls should be adequate to prevent unauthorized entry. Local police protection should be adequate for the exposure. Children (ages 15 and under) should not be allowed the use of the club facilities unless they have been given clearance by their pediatrician and completed the appropriate medical release forms and member orientation. Parental supervision should be provided. The use of swimming pool or bathing facilities is a key consideration. Generally, the staff ratio should be 1:1 for bathing facilities. Children should be permitted in opposite sex locker rooms up until the age of 4. Children 4 and over should not be permitted in opposite sex locker rooms. Evaluate general conditions and housekeeping, layout and obstructions. Evaluate the condition of floors and stairways and protection from fire. There should be adequate lighting, handrails on all stairways and fall protection of elevated areas. Door locks should be provided on any area where children should not be allowed. Non-toxic paint and noncombustible waste receptacles should be used. There should be an adequate square foot area per child. State and local requirements should be referenced. (One state, for example, requires at least 30 sq. ft. of indoor activity space for each child in the center and at least 80 sq. ft. of outdoor area for each child using the area.) Transparent glass doors should be marked to prevent children running into them. Sharp corners and hard surfaces should be properly padded or protected. There should be a continuous fenced enclosure for all outdoor areas. Review the playground and equipment, if any. The condition and age, spacing and placement of the equipment should be reviewed. Fencing should be in good condition and the ground surface should be soft. Serious injuries can result from falls on concrete and paved surfaces. The anchoring and stability of playground equipment should also be evaluated. There should be no poisonous plants or attractive nuisances in the area. Evaluate the adequacy and condition of toys, furniture and equipment. Toys should be appropriate for the age group using them. They should be made from non-toxic materials with no small parts that can create a choking hazard. Toys and furniture should be free of sharp edges and pinch-points. Furniture should be of sturdy, stable construction. Controls on the health of children and transmission of contagious diseases should be evaluated. Parents should be required to report any allergies or contagious diseases to the child care providers. If a child becomes ill, parents should be contacted to take the child home or to a doctor. Parents should be requested, in writing, to keep children home if they are ill. Medication should not be dispensed. Any medication to be given will require proper authorization, which consists of written permission by the parent, the name of the drug, prescribing doctor, and the amount and the time to be given. Parents should be required to send in the pre-measured amount in a vial or bottle that the child can take him/herself. Evaluate the emergency planning for the childcare operations. Procedures to be taken if a child is inadvertently injured should be established in advance and communicated to employees. Employees should be trained in their responsibilities during an emergency. Procedures for transporting children to medical facilities should be established.

CLIENT SERVICES

List the client services provided. The extent of the activities and equipment provided for member use serves as the starting point for identifying injury causes for members. Certain activities are associated with specific injuries. Control programs must be developed for each client service or activity. The equipment used by members is of primary concern. Burns from sauna or steam room temperatures that are set too high, and burns from tanning units can be quite painful and, in some cases, cause permanently disabling injuries. Temperatures and length of exposure need to be carefully controlled. Warning signs specifying time limits should be prominently posted near whirlpools, saunas and steam rooms. Whirlpools and swimming pools have been associated with many severe accidents. Injuries from diving into shallow water can cause paraplegia. Slips and falls on wet ground surfaces can also cause severe injuries. All equipment should be properly inspected and maintained. Clients must be instructed before being allowed to use any piece of equipment. Prominent warning signs are needed to warn clients of the potential for serious injury. Warning signs recommended by the manufacturer should be visible and legible on all pieces of equipment. General warning signs requiring clients to consult with an instructor before using any of the equipment should be posted prominently. Client literature should emphasize the dangers of operating equipment without orientation. Gymnastic facilities create severe exposures. If participants fall incorrectly, they can easily be hurt. Trampolines have caused paralysis and many broken bones. Karate classes are also a potential problem due to the probability of being struck or falling. Childcare operations should be reviewed. Children are susceptible to severe injury when not properly supervised. The number of children supervised and the location of the childcare facility in the building should be closely monitored. Note whether alcoholic beverages are sold in the club. If a member becomes intoxicated in the club, leaves and is involved in an automobile accident, the club may be held liable for damages caused by the intoxicated member. If a member overindulges and uses the club equipment, serious injury can result. Intoxicated members should be prohibited from using any equipment or facilities.

CRIME

Consider the club‘s location. Consider whether the club‘s location makes it susceptible to criminal activity. Identify specific areas of the club that may be attractive to criminals, i.e., poorly lit or isolated areas of the club, parking lots and premises. Entrances that afford criminals easy access

to the facility should be protected. Note that a key consideration is the protection of members, as well as the protection of cash and property. Indicate if any burglar alarms have been installed and, if so, describe these alarms. Review visitor controls. How are visitors identified? Are all entrances covered? Are membership cards provided for member identification? Cash should be deposited before it accumulates. Bank deposits should be made at different times of the day. Consideration should be given to discouraging cash payments in lieu of billing and accepting checks and credit cards. Employees who handle cash should be bonded. If there is a safe on the premises, it‘s location should be considered. Can clients or others observe the safe being opened? Note any past incidents indicating the need for increased security. Inventory equipment susceptible to theft, such as data processing equipment and pro shop merchandise. How are these items protected when the club is closed? FACILITY STRUCTURE AND ENVIRON The general environs of the club need to be considered to determine the potential exposures due to nearby operations. For example, schools or parks indicate the presence of children. Management needs to be aware of the distance or proximity to emergency services, and road access. Adjacent operations of a hazardous nature (such as chemical storage), or adjacent fire exposures, also need to be noted and accounted for in the loss control plan. The fire protection afforded by the structure of the building can affect the safety of those inside. Identify the type of structure. Clubs may be constructed with non-combustible building components, such as metal deck roofs, masonry walls and steel framework. Other clubs may be constructed in buildings with wooden components. Since the combustible materials will burn, fires in combustible structures will spread more rapidly. The fire protection features of the building, including fire doors, sprinkler systems and alarms should be inventoried. These devices, if properly installed and maintained, will help to prevent the spread of any small fires that may start. Note whether all areas of the building are accessible to fire fighters. A complete evaluation of the means of egress will be needed. Parking lots, entrance ways and sidewalks should be noted. Falls, traffic accidents, or crimes in parking lots are a severe loss exposure. Access to emergency services should be maintained. Determine whether the parking lot is owned by the club, shared with other businesses, or leased from another owner. The type of heating and cooling equipment should be noted. The existence of elevators or escalators in the club should also be noted. Equipment in the club requires special attention for proper operation and maintenance, to reduce the potential for losses.

Co-Tenants / Sub-Tenants

Note other occupants using the facility. Indicate whether any portion is sublet. Identify subcontractors used — including snow removal, building maintenance, exterminators, landscapers, etc. Current certificates of liability and workers‘ compensation insurance should be on file for all tenants and subcontractors. If a subcontractor‘s employee is injured while working on the premises and the subcontractor does not have workers‘ compensation insurance, the club may be held responsible for the damages. If a member is injured by the contractor and the contractor does not have liability coverage, the club may be held liable. Consider any other operations on the premises, and the resultant exposures to the facility.

FITNESS/EXERCISE EQUIPMENT/FREE WEIGHTS

Adequate spacing should be maintained between equipment. Adequate lighting should be provided. Review the qualifications of the instructors and staff. An established maintenance and inspection program, as per the manufacturer‘s requirements for all exercise equipment, is needed. Defective equipment should be tagged and removed from the exercise room. Equipment should be purchased from established, reputable, fully insured (financially responsible) sources. If cardiovascular equipment is installed, an accurate clock with a second-hand should be installed. Check carpeting to be sure it is in good condition. Worn carpeting is a common problem in weight rooms. Make sure all electrical wiring for equipment is removed from all heavily traveled walking areas to avoid tripping exposure. Warning signs/rules should be posted, restricting equipment use to those who have been properly instructed by club staff. Members should be properly pre-screened by qualified personnel before using the equipment. Screening includes the completion of the Health History Questionnaire, the Physical Activity Readiness Log, The medial Referral Form, and the Exercise Release Form (see Appendix). Documentation should be kept on file and updated on a minimum 5-year frequency or if a member undergoes any physical changes. New members should be given an orientation by qualified personnel before using any piece of equipment. Supervision of the area should be adequate to ensure that members are properly using the equipment.

GYMNASTICS

Review the instructors‘ qualifications and training. Activities should be properly supervised. Adequate space should be provided to allow for dismounts. Hard surfaces should be padded. Trampolines should not be installed. Severe, disabling injuries have been suffered on trampolines. The trampoline allows the member to rise well above the floor. If he or she falls from that height, a serious injury often results. Warnings and instructions should be posted and communicated. Parental releases and medical clearance from pediatricians should be on file for all minors involved in gymnastics classes. Equipment should be in good condition and well maintained. Lighting, ventilation and housekeeping should be adequate. Floor surfaces should be in good condition.

HEALTH FOOD SALES/NUTRITIONAL COUNCELING

Review the qualifications of all staff members providing counseling or advice. Evaluate sanitation and housekeeping. Suppliers should be well known and reputable. Refrigeration and other equipment should be in good condition and well maintained. Refrigeration temperatures should be monitored. Certificates of insurance should be secured from suppliers and from subcontractors, such as pest control firms. Note whether products are sold as they are received from suppliers, or modified or repackaged. If products are modified or repackaged, the potential liability from those products is greater. If there is any delivery or installation of products, deliverymen/installers must be well trained and records kept of final inspection after installation. Vendor‘s endorsements, which provide products liability coverage for the seller, reduce the exposure. Vendor‘s endorsements are purchased by the supplier and added to the supplier‘s insurance policy.

HEALTH HISTORY (PHYSICALS/MEDICAL EXAMS/WELLNESS TESTING)

Members should be properly pre-screened by qualified personnel before using the equipment. Screening includes the completion of the Health History Questionnaire, The Physical Activity Readiness Questionnaire, The Medical Information Release Form, The Medical Referral Form, and the Exercise Release Form (see Appendix). Documentation should be kept on file and updated on a minimum 5-year frequency or if a member undergoes any physical changes. Review the testing of members. Having staff members provide medical services can create serious professional liability exposures (see ―Detailed Response Procedures for Medical Emergencies‖ later in this Reference section). It is essential that staff members involved in physical assessments be fully qualified, and qualifications should be fully documented for claims defense purposes. If member assessments are subcontracted, certificates of insurance for

professional liability should be secured and audited regularly to prevent lapses of coverage. Members should be advised of the scope and limitations of the procedures used. Physician statements should be secured from prospective members to verify their ability to participate. Full documentation of all waivers, statements and activities must be maintained. Confidentiality of records must be maintained. Recommendations should be provided in writing to members. All recommendations should be prepared and reviewed by qualified personnel. Recommendations should be thoroughly discussed with members to ensure that they are unambiguous and fully understood. Warning signs on the limitations of procedures should be posted to supplement member orientation. Equipment used in testing should be on an established inspection and preventive maintenance program. The manufacturer‘s recommendations for inspection, calibration and maintenance should be carefully followed and documented. Access to the room and equipment should be carefully controlled.

HVAC/Boilers

The mechanical equipment in the club can also be a source of claims. The heating, ventilation and air conditioning system and any boilers or pressure vessels in the club should be maintained and inspected on a regular basis by qualified personnel. There have been numerous health problems related to sealed buildings. Many buildings are designed to allow only a minimum amount of outside air to enter the building to reduce energy costs. In these buildings, there are fewer air changes to reduce the release of heated or cooled air to the outside environment. Bacteria in the air and other contaminants may not be diffused, and can accumulate to levels where problems are caused. In buildings designed for energy efficiency, the filtration system must be maintained, cleaned and inspected on a regular basis. The location of the air intake for the system should be investigated. In some cases, the air being brought into the building can be contaminated by vehicle exhaust or chemicals. The water used for air conditioning must be kept clean and disinfected to prevent bacteria buildup. If hot water heating coils are used, the hot water returning to the boiler should remain hot (at over 120 degrees Fahrenheit). A cleaning, inspection and disinfecting program should be established for heating and air conditioning coils and drip pans. Humidity within the building should be kept below 70%. The heating system should provide hot water to faucets on showers that does not rise above 130 degrees Fahrenheit to prevent burns. All heating and hot water systems should be in separate rooms, secured from access by members and any children who may be on the premises.

KARATE/MARTIAL ARTS/TAE BO

The nature of these classes creates an adverse liability exposure. Consider the pros and cons of offering these classes. The qualifications of the instructors should be reviewed, as well as past experience. Releases and hold harmless agreements should be secured from participants due to the nature of the activity. Parental releases and medical clearance from pediatricians should be on file for all minors. Proper attire should be specified and enforced. Rules on contact and ―sparring‖ should be re-established and enforced. If the instructor is acting as a subcontractor, he or she should be required to provide certificates of insurance to the club to protect the club‘s interest. Check the layout and housekeeping of the area being used for karate and martial arts. The condition of floors is a key consideration. Slippery floors will increase falls. Wood flooring can result in injuries from splinters. There should be adequate space for all participants. All hard surfaces should be protected and all equipment and mats in good condition and well maintained. Limits on class size should be established and enforced.

LIQUOR/BEER/WINE/CAFE/BAR

The serving of liquor or alcoholic beverages within the club creates an exposure for liquor liability claims. If a member becomes intoxicated from beverages sold or provided by the club and is involved in an automobile accident, the injured parties may sue the club for causing the member‘s intoxication. Note whether alcoholic beverages are sold on the premises, and if so, the sales volume. Identify the relationship between sales volume for alcoholic beverages and that for food. Evaluate whether your club is providing food service with supplemental sales of alcoholic beverages, or primarily a bar type service. Describe the club‘s liquor liability loss control program. Refer to ―Protecting Your Club Against Liquor Liability‖ in the Reference section for specifics on a control program. Servers should be trained to recognize the signs of intoxication, and in the recommended procedures to prevent intoxication. It is particularly important to control the members‘ use of club facilities if they become intoxicated. Staff members should be trained not to allow any intoxicated person to use the equipment or facilities.

MEANS OF EGRESS

Check all exits to ensure that they are easily accessible, unblocked and open freely. Exits should be clearly marked and exit corridors adequately illuminated. Exits should be arranged so that a person anywhere in the building will not have to travel more than 150 feet to reach an exit (200 feet if the building is protected throughout by an approved sprinkler system). Standard approved emergency lighting should be provided. Exits should be arranged to allow the passage of stretchers. The exit providing the safest and smoothest movement of a victim on a stretcher to the ambulance should be identified.

PARKING LOTS / SIDEWALKS / EXTERIOR WALKING SURFACES

Outside conditions and facilities should be well maintained and clear of tripping hazards. Shrubs should not create tripping hazards or interfere with sight lines at turns or driveways. Trees should be trimmed above eye level. Parking lots and sidewalks should be promptly cleared of snow, ice and leaves. Entrances should be promptly cleaned of water, snow and ice inside and outside. Surfaces must be well maintained to prevent trips into potholes and accumulation of water in low-lying areas. Lighting should be adequate in the parking lot and along the route to and from the building. Check traffic signs and pavement markings to be sure they are in good condition and visible. Sight lines should be adequate to prevent auto accidents both in the parking lot and in the entrance drive. Adequate space for maneuvering should be provided.

PRO SHOP/SALES/SERVICE

Note whether the sports shop is run by the club or is a franchise/tenant shop. If the sports shop is run by a subcontractor, certificates of insurance should be provided. The running of a pro shop on the premises presents an exposure to product liability claims. If a customer purchases equipment from the shop and is later injured through some defect in the equipment, the injured party may sue the shop and the club. AVOID RECOMMENDING OR PRESCRIBING ANY TYPE OF HEALTH & FITNESS ENHANCING PRODUCT TO A MEMBER! IF YOU RECOMMEND OR PRESCRIBE ANYTHING MAKE SURE THAT IT IS APPROVED AND SIGNED BY THEIR PHYSICIAN! Slip and fall exposures also prevalent within Pro Shops. Members entering the shop can be injured through slips on slick or wet surfaces, or contact with sharp edges. The operator of the shop and the employees should be aware of the liability exposures. Review the housekeeping, maintenance and condition of displays throughout the shop area. Protect any sharp edges that customers can cut themselves on. Floors should be slip resistant and in good condition. Products should be sold with the warning labels intact. Instructions on use

and verbal warnings should be provided by the shop owner and employees. Sources of supply should be well known and reputable companies. Records should be adequate to identify the original supplier. Certificates of insurance should be secured from suppliers. Products should be tested by third party testing laboratories, where applicable. The repackaging or re-labeling of products may create a severe exposure. If products are repackaged and warnings applied by the manufacturer are removed, the club will assume additional liability for injury due to these products. Review legal contracts between vendors and the club or shop. Contractual agreements may assign additional liability to the club or sports shop. Legal review of these contracts should be made to ensure that they protect the interest of the shop and club. If any of the products are installed or delivered, additional liability exposures may be encountered. Review the qualifications and training of service, installation and delivery personnel. If subcontractors are used for delivery and installation, secure proper certificates of insurance. Review inventory control, security and cash handling procedures. The existence of a pro shop with valuable attire and equipment increases crime exposures. Consider alarm systems, locks and security gates. Review procedures for handling cash, including bank deposits and bonding of employees.

PROPERTY PROTECTION

The next step is to evaluate public fire protection. Indicate the frequency of staff fire drills. Fire drills should be held quarterly to ensure that employees remain aware of their responsibilities and how to carry them out. Each drill should be evaluated to correct any problems noted. Indicate whether all areas of the facility are accessible to the fire department. Determine the distance to the local fire department. Note if the club is protected by a volunteer or paid fire department. Familiarize the fire department with all aspects of your building. Evaluate the private fire protection features, including the adequacy, number and type of fire extinguishers. The National Fire Protection Association (NFPA) recommends the installation of one 2-A fire extinguisher for each 6,000 square feet of floor area in light hazard occupancies. These extinguishers should be mounted so that a person anywhere in the building will not have to travel more than 75 feet to reach an extinguisher. These 2-A fire extinguishers are only useful against fires in ordinary combustibles, i.e., wood and paper. They should be supplemented by Class B and C extinguishers, where needed. Class B extinguishers are designed for use on flammable liquid fires, while Class C extinguishers are designed for use on fires involving energized electrical equipment. Multi-purpose (Class ABC) extinguishers are also available. Consult your local fire extinguisher company for their recommendations on placement of extinguishers for your club. Review the condition and maintenance of sprinkler systems, standpipes, detectors, alarms, and spot protection systems, such as automatic protection systems for kitchen cooking equipment. Employees should be trained in the use of the equipment.

If the club is sprinklered, the following information should be noted:

Whether or not the sprinkler system was designed for a health club. If it was designed for another type of business, contact your sprinkler maintenance company for their recommendations on the need to adapt the system to your new needs.

Determine whether the system is a wet-pipe or dry-pipe system. If it is a wet-pipe system, heat must be maintained during cold weather to prevent freezing.

Note the source of water — whether from the public water supply or from a private system, such as a tank within the building or a water tower.

Note the type of waterfiow alarm on the sprinkler system. If the system is connected to a fire station or central station, the proper authorities will be alerted even when the building is not occupied.

Check the control valves on the system and ensure that all valves are open. Valves should be locked open or connected to the alarm system. If any valve is closed, the alarm should sound. Check the fire department connection on the outside walls. The connection should be accessible and caps secured. There should be no debris in the pipes leading to the system.

Note the age of the sprinkler system and review the sprinkler inspection and maintenance program. Spare sprinkler heads and a sprinkler head wrench should be available and accessible. If a sprinkler system does discharge, the sprinkler head(s) that opened will need to be replaced before the system is charged with water.

Note any areas that are not protected by the sprinkler system. If a fire begins in an area that is not protected, it may become too large to control by the time it spreads to a sprinklered area. Note any obstructions to sprinkler heads that will block the water flow. Interior partitions or ducts may have been erected after the system was installed, blocking water flow.

Note who is responsible for maintaining and testing the sprinkler system, and who at the club is familiar with the system. Note when the last flow test was made, and whether any problems were noted and corrected.

Metal trashcans should be used rather than plastic cans. Smoking should be controlled. Flammable liquids should be stored in UL listed flammable liquid storage cabinets. Flammable liquid safety cans should be used. Plumbing and sprinkler systems should be in good condition and well maintained to prevent water damage. Air supported structures and heating, ventilation and air conditioning systems are covered later in this section of the guide. Check the laundry area. Equipment should be properly ventilated. Lint build-ups should be controlled.

RACQUETBALL/SQUASH COURTS

Safety rules should be communicated to all members and posted in all applicable areas. Use of required safety equipment, such as goggles for racquetball, should be enforced. Humidity and temperature should be controlled. Court surfaces should be dry mopped daily to eliminate fuzz balls that create a slip hazard. Walls should be checked for cracks and protruding nails. Doors should be in good condition and flush with the walls. Members should be provided with secure storage for valuables.

RESTAURANT/SNACK BAR

Review the physical condition of all food serving areas. Adequate means of egress should be provided. Floor surfaces must be in good condition with spills promptly cleaned up. Cooking surfaces should be protected by an approved, regularly inspected, automatic fire protection system. The use of glass bottles, glasses and glass containers should be reviewed. Breakage of glass items can create additional exposures. Cash control procedures should be evaluated. The amount of cash on hand should be controlled. Bank deposits should be made at different times of the day by reliable, bonded personnel. Kitchens should be equipped with automatic fire protection systems. These systems should be inspected at least every 6 months by a qualified contractor. Exhaust ducts and filters should be cleaned regularly to prevent grease build-up. Deep fat fryers should be controlled by a thermostat and temperature switch. Proper clearances should be maintained between cooking facilities and all combustible structural members. All filters, ducts and surfaces should be kept free of grease accumulations. Supplies and foods should be purchased from reputable, fully insured sources. Refrigeration equipment should be well maintained. Proper temperatures for refrigeration and hot water supply must be maintained. Health Department inspections and permits should be in order. Pest control should be established, and certificates of insurance provided.

SPINNING

Injury prevention is a very important element of the Spinning Program. As a Spinning instructor, it is essential that you understand and implement injury prevention measures in every class you teach. The following are a number of important safety tips and things you should watch for in every Spinning class. Implementing these procedures in your classes will help ensure a safe, fun, and effective class for students at every level of fitness. Bike Set Up To reduce the possibility of injury or soreness as a result of incorrect bike set-up, please follow these guidelines:

Before starting class, ask if there are any new students or if anyone needs special assistance getting positioned on the bike. Look around the room to ensure that all students are correctly positioned and make sure that all questions regarding the bike set up have been addressed. Seat Post Height Positioning Position the student atop the widest part of the saddle with the balls of the feet over the center of the pedals. Adjust the saddle height to produce a five-degree bend in the knee at the bottom of the pedal stroke. It is easier to see the bend in the knee when the legs are moving at a slow pace. If a student's hips are rocking in the saddle, it may be an indication that the seat position is too high. If a student is positioned too low, inadequate leg extension may cause undue strain on the knee. The knee should never be in a locked-out position. Remind students to check that the "pop-pin" is fully engaged and to make sure that the seat post is secure. Alternate Seat Height Check: Sitting in the saddle with the hips level, place the heel of the shoe on top of the pedal. The leg should be fully extended at the bottom of the pedal stroke. Fore and Aft Seat Positioning Arms should be a comfortable distance to the handlebars with the elbows slightly bent. Proper fore and aft seat positioning will help your students achieve a comfortable position and facilitate relaxed breathing and upper body movement. Remind students to check that the "pop-in pin" is fully engaged and to make sure that the seat slider is secure. Check 1: With the crank arms parallel to the floor, the kneecap on the forward leg should be aligned directly above the center of the pedal. Check 2: In hand position one with the legs rolling and the shoulders relaxed, the knees should not extend beyond the elbows. Handlebar Height Adjustment Proper handlebar height adjustment will help ensure a comfortable position on the bike and avoid undue strain on the back. Encourage your students to find a position that is comfortable for them, taking into account their flexibility and any back concerns they might have. New students and individuals with back concerns should start their Spinning program training with the handlebars in a higher position. As students increase their flexibility and feel more comfortable on the bike, the handlebar position can be adjusted downward to approximately the same height as the tip of the saddle. Remind students to check that the "pop-in pin" is fully engaged and to make sure that the handlebars are secure.

Footwear Stiff-soled shoes are the best for cycling. A soft-soled shoe (aerobic or running type) absorbs too much of the pedal force and makes pedaling inefficient. A soft-soled shoe will also bend over the pedal when in a standing position and may make the feet uncomfortable or numb. Shoes should be snugly strapped into the foot cages to prevent feet from coming out during class. Shoelaces should be tucked in to prevent tangling with the pedals. •If clipless pedals are used, remind students to check the cleat tension on the pedals and to make sure that their cleats are aligned properly on their shoes. Improper cleat alignment may cause muscle and tendon strain and could lead to injury over time. Towels Towels are mandatory in Spinning classes! In addition to keeping sweat off the bike, a small towel can prevent a student from slipping on the handlebars when their hands get sweaty. Water Bottle Proper hydration is essential to performance and keeps the body cool during exercise. Members should drink "40 for 40," which is 40 ounces of water or energy drink before, during and after your 40-minute Spinning classes. We recommend drinking at least 8 ounces before class, 24 ounces during and at least 8 ounces after. Replenishing fluids during class can prevent heat exhaustion and dehydration and aid in recovery after class. Hand Positions The three hand positions used in the Spinning program were developed with safety and comfort in mind. Proper hand positioning will ensure a comfortable ride for every student and will help prevent injuries. Out of the Saddle Movements When introducing the more advanced movements, such as standing and jumping, take time to walk the class through each movement slowly until you are convinced that they are in control. Make sure that all students are familiar with the Spinning program movements at a walking pace before attempting to increase their speed. Running out of the saddle with light resistance is an advanced movement and should not be performed by inexperienced students. When running out of the saddle, please instruct your students to follow these guidelines: The body should be positioned over the center of the bike with the weight of the body on the pedals. The hands should have very little weight on the handlebars. Supporting the weight of the body with the hands takes the weight off the pedals. This may result in 'out-of-control' legs and possible slipping on the handlebars or out of the pedals. The shoulders should be relaxed. The tip of the saddle should gently brush the back of the legs. Moderate resistance should be placed on the flywheel.

Emergency Knob Familiarize your students with the bike and its operation. Because the Johnny G Spinner has a fixed gear, students must gradually reduce their speed to stop the pedals from moving. Instruct your students that in the event of an emergency, they must pull up on the emergency knob while keeping their legs clear of the moving pedals. Sprinting There is no sprinting for any student that is not thoroughly familiar with the bike, its operation and the basic standing and sitting movements. It is recommended that new students be instructed to refrain from all sprinting for the first six weeks of their participation in the Spinning program. Stretching All stretches should be performed off the bike. Do NOT use the handlebars for stretching, on or off the bike. Intensity Remember that the Spinning program is simple, fun and easy to learn! Please encourage your students to observe the following program guidelines: There is no competition in Spinning; encourage your students to train at whatever level they feel most comfortable. Familiarize your students with all movements at a walking pace before having them attempt any movement at an increased speed. Your students should always have resistance on the bike. Remind all students to stay in control! Encourage each participant to focus on their form and the smooth transition between movements. If any student appears to be having problems, dismount immediately and offer your assistance. Remember that high heart rates are easily reached in a Spinning class and students must be reminded to pace themselves. New students should consult their physician before engaging in any rigorous activity. We strongly suggest that each student be encouraged to wear a Polar® Heart Rate Monitor to manage energy expenditure and gauge intensity. Resistance The only time that there should be no resistance on the flywheel is during slow cadence warm-up or cool-down portions of class. PLEASE REMEMBER that accidents and injuries can be prevented if the instructor is aware of each student throughout class. As a Spinning instructor, it is important that you are aware of potentially dangerous situations long before they become a problem. Please refer to your Spinning Instructor Manual for additional safety and teaching guidelines.

SWIMMING FACILITIES

Note whether there is a swimming pool inside or outside of the facility. A qualified lifeguard or attendant should be available. Depths should be clearly marked. A rope should separate shallow and deep areas. Warning signs prohibiting diving should be posted. Diving into pools has resulted in many serious injuries. If there is insufficient depth, the diver will strike his head on the bottom, often resulting in paralysis or drowning. Diving boards are a major hazard and should be removed. Consideration should be given to develop a Pool Emergency Plan. Daily inspections of the pool area are needed to assure that the adequate safety levels are properly maintained. Any problem such as unsafe conditions, broken equipment, loose ladders, electrical malfunction, broken/loose main drain grates, are to be immediately reported to the Aquatics Director/Property Manager/Maintenance Coordinator. Written pool rules and regulations must be posted.

STEAM ROOM/SAUNA/INHALATION FACILITY

Equipment should be approved for the intended use and properly installed. A preventive maintenance/ inspection program must be established in accordance with the manufacturer‘s recommendations. Saunas must be inspected regularly for protruding nails and the security of benches and hot rock guard rails. Timers, set for 10 minutes, should be installed and functioning. Warning signs should be prominently posted and legible. Health warnings should be posted advising those people with health problems not to use the facility. Floors should be kept clean and free of debris. Warning signage is a key consideration. Warnings should be posted at all equipment areas advising members not to use the devices unless they have been properly instructed. Specific warnings listing health problems that may be affected by use of the equipment must be prominently posted.

TANNING FACILITIES

Skin and eye injuries have resulted from prolonged exposure to tanning equipment. Determine the type of bulbs being used: A or B. UV-A bulbs are preferable. All equipment should be UL listed, in good condition, and on an established inspection J and maintenance program. Prominent, legible signs should be posted setting time limits and specifying rules for the areas. Timers should be available throughout the facilities and properly maintained. Use of the facilities should be monitored by the use of tokens and sign-in sheets. Sun tanning devices can aggravate certain diseases. Patients told to avoid sunlight should also avoid tanning booths. Eye protection should be mandatory and its use enforced. The radiation can cause corneal burns. Closing the eyes will not help since the radiation passes through the eyelids. The facility should be well supervised whenever it is being used. Evaluate the overall condition of the tanning area. Check electrical cords for fraying or damage. Note any slipping or tripping hazards. Check that the equipment will not tip over and fall on members. Check for any sharp edges on the equipment. Members should also sign a release Tanning Release Form.

TENNIS COURTS

Evaluate the layout and condition of tennis courts. The court surface should be in good condition. Clearances around the courts should be adequate. Equipment should not be stored behind safety curtains surrounding courts. Hard surfaces such as building columns, walls and net posts should be padded. Lighting should be adequate. Light fixtures should be protected against breakage. Warning signs should be posted. The Tennis Court Maintenance Logs Checklist (See Appendix) should be completed at least weekly and kept on file for future review. Tennis lessons should be adequately supervised by qualified staff. Spare tennis balls used during lessons need to be confined and collected. First-aid and medical care should be available.

TOURNAMENTS/TRIPS/SPECIAL EVENTS

The running of tournaments by the club presents an additional loss exposure. Additional people are involved and exposures are multiplied. The identification and clearance of all participants and spectators needs to be considered. Advanced planning for special events and trips is needed. Planning for adequate facilities, adequate life safety provisions, and facilities for responding to emergencies should be included. Specific responsibility for safety should be assigned to qualified staff members. If subcontracted services are being considered, such as food service or entertainment, certificates of insurance should be secured from these subcontractors. A key exposure for off-premises trips is the possibility of injury from automobile accidents. Proper transportation needs to be arranged. The vehicle used should be of adequate capacity, inspected and well maintained. Drivers should be qualified to drive the type of vehicle being considered and should have their driving records checked. Never allow members to drive company vehicles. Proper planning is also needed for crowd control. In some situations, special events may draw more people than the building is designed to accommodate. Limitations on the total number of occupants in a building will be needed. There must be adequate exits that are well maintained and accessible. Additional security personnel may also be needed. Exposures from tournaments may include lawsuits from injured participants. The participants should be required to sign releases of liability for injuries that occur from their participation in events. Proper warnings and safety equipment should be provided; e.g., for racquetball, safety goggles should be required, warning signs posted and instructions provided to participants. Review plans for special events, such as racquetball or tennis tournaments, picnics for club members and other activities. Note how many of these activities are planned for the upcoming year and how many people are expected to attend the events. Note whether there will be alcoholic beverages sold or permitted. Such sales increase liability potentials and should be avoided.

WHIRLPOOL / SPA

A planned and supervised program for spa and pool maintenance and sanitation is needed. Water test records should be maintained and reviewed. Local Department of Health permits should be current. Local health regulations for bathing facilities should be investigated, rules developed and communicated to members. Warning signs listing the health regulations should be prominently posted and maintained. Local regulations may include showering before entering pools, wearing bathing caps and proper footwear. If children are permitted, proper parental and club supervision is essential. Temperature and humidity should be continuously monitored. Adequate lighting and non-slip surfaces should be provided. Lights and electrical outlets should be protected with ground fault circuit interrupters (GFCIs). Rules and warning signs should be posted and legible. Swimming instructors should be qualified and WSI certified. Instruction plans should be written and participation documented.

APPENDIX III -THE PROPER METHOD OF CONDUCTING MEDICAL BACKGROUND CHECKS ON COMPANY EMPLOYEES

The question of which employees require a medical background check is dependent on several factors, some of which may be determined by the particular activities of each facility, and a careful review with legal counsel at each site. However, as a general rule, those employees involved in physical training (where a significant physical exertion is required), caring for others, or who are involved in situations that could potentially lead to accident or injury to others, should probably be required to have a medical background check and medical clearance for their particular duties. Such individuals in a sports facility would include trainers, swim instructors, childcare workers, and drivers. The facility may wish to consult legal counsel concerning requirements for screening new employees in other positions. Ensuring that the aforementioned employees are in sound medical condition to perform their jobs safely will help fulfill the club‘s responsibility to provide a safe environment for both its employees and its members. It should be noted that the employee‘s medical history and particular medical ailments are a matter of confidentiality between the employee and their physician. Any effort to obtain medical information about an employee without their written permission to do so is illegal. There is usually little or no need for the sport or fitness club to know details of an employee‘s medical history or diagnosis. In fact, these details should not be requested routinely. Rather, the only question to be answered is normally: can the individual perform their duties safely and without limitation from a medical standpoint. For those individuals involved in direct physical contact with others (such as child care workers), verification of the lack of contagion should be certified as well. By avoiding requesting any medical details (as to ailments or diagnoses), allegations of breach of medical confidentiality, or allegations of discrimination on the basis of a particular disease entity can be avoided, since such information is not available to the health club. It also should not be considered important to have such information, to allay employees‘ sensitivities regarding these matters. The responsibility for medical clearance evaluation should rest solely in the hands of the employee‘s physician, where it naturally belongs, with the resulting transfer of liability away from the sports facility. The club‘s responsibility, however, is to give the employee a form or letter which outlines in detail his/her functions, responsibilities (including nature of interactions with others), and activities (including level of exertion and length of exertion), and to have the employee give this form to their physician.

The physician should be asked on the form to perform the necessary evaluation by history, physical examination and laboratory tests as may be required to certify that there is no medical contraindication to the performance of these functions, and that they can be performed safely without limitations from a medical standpoint. A request to certify that the employee does not have any contagious diseases that might be spread during these activities may be appropriate for childcare workers and others having direct physical contact with members. The physician should be asked to provide (if indicated) any special restriction on the activities of the employee if they feel that such restrictions are appropriate. The physician should be instructed that no specific diagnoses are requested, nor the results of any particular test or examination required. Permission to release this information to the club from the doctor should be obtained in writing from the employee and a copy kept on file. A standard form regarding this matter may be formulated during consultation with legal counsel. The medical release form would normally include a signed written authorization by the employee naming a specific physician to release medical information to a specific club facility, and should be dated. This medical release form should be kept on file in a secure location. For personnel directly involved in childcare, a psychiatric and criminal background check may be conducted, to the extent of the law, in addition to the medical clearance and certification of lack of contagion. Legal counsel is important regarding the particular procedures that must be followed in each state. It is also suggested that full-time drivers of club vehicles have yearly medical clearance and eye examinations in view of their added responsibility. Medical clearances should be kept on file in a secure location. They should be updated periodically, as appropriate. It should be noted that although every effort should be made to ensure employee confidentiality pertaining to medical matters, employees should not be discouraged from voluntarily revealing details of their medical history which they feel it would be vital for those who they work with to know in case of an emergency. Such information might include severe allergies, susceptibility to insulin shock, and the name and telephone number of their physician in case of an emergency.

APPENDIX IV - THE PROPER METHOD OF CONDUCTING MEDICAL BACKGROUND CHECKS ON PATRONS OF A SPORTS CLUB

Medical background checks on patrons of a sports club can be conducted in a similar manner to that used for employees. The patron‘s private physician should be given a detailed description of the exercises, activities, or fitness program to be undertaken, including the level of exertion and any other pertinent details. The physician should be requested to certify if the member is able to safely participate in such activities without limitations (based on the descriptions they have been provided), and that no medical contraindications exist regarding these activities. If a particular cardiovascular fitness regimen or program is going to be prescribed by the club, then, in addition to medical clearance, a cardiac stress test should be required for members age 35 or older. The physician must be provided with a detailed description of any such program for their review. Signed and dated releases for the medical clearance should be kept on file in a secure location. No medical details should be requested (and the form should indicate that these are not required), in order to ensure medical confidentiality regarding the member‘s medical history. The responsibility for the proper medical evaluation and clearance is thus transferred to the member‘s private physician. The member can then be allowed to weigh the benefits versus the risks of any activities in consultation with their physicians. Members should not be permitted to engage in activities which their physicians feel may endanger their health or be harmful. Legal counsel should be sought to construct the proper forms for medical releases and to approve the format of the activity and program descriptions. Which patrons require medical clearance is a subject that should be discussed with legal counsel at the particular facility. As a general rule, if the health club or fitness center prescribes an exercise or fitness program, then the member must have such a program approved by, and given medical clearance from, their private physician, including cardiac stress testing for members age 35 or older. Medical clearance should also be considered relevant in the setting of activities involving high exertion levels. Ad lib activities selected by the members from a variety of activities available should be described in detail, in writing, so that the member can be given the opportunity to intelligently evaluate the activities in a thoroughly informed manner, and to voluntarily (at the suggestion of the club) review their selected activities with their own physician to determine its safety and appropriateness. Appropriate warnings regarding high levels of exertion should be given in such situations, and the advisability of consultation with a physician before undertaking these activities highlighted and stressed, where appropriate. Physicians should be asked to provide any limitations or restrictions that they would advise in their Medical Clearance Report.

Members should be given the opportunity to disclose any vital medical information that they feel the club should have available, such as severe allergies, susceptibility to insulin reactions, and the name of their physician.

APPENDIX V - DETAILED RESPONSE PROCEDURES FOR MEDICAL EMERGENCIES

Staff members should be instructed to immediately notify supervisory personnel in case of a serious medical emergency. Once such a medical emergency has been recognized, the local Emergency Medical Service or ambulance service should be notified immediately. The telephone number of the local EMS or ambulance service should be posted in prominent locations, and should be known by all staff members. This number is often ―911,‖ although it may vary in different locations throughout the country; facilities should be aware of the number in their particular location. When calling the ambulance or Emergency Medical Service, it is important to describe clearly to the operator what the emergency is, as best as can be determined. An attempt to answer all questions from the operator should be made. It is important when describing the location of the medical emergency that, not only the number and street be provided, but also the floor and room number, if relevant. Any other pertinent information that will facilitate prompt location of the facility should be given (e.g., the nearest cross street). The care and transportation of the sick or injured is best left to trained individuals ‗(paramedics, doctors and nurses) and, therefore, as a general rule no treatment should be attempted by club personnel on the seriously ill or gravely injured. The victim should not be moved unless they are in a location which in itself presents a danger (e.g., submerged in a pool, near exposed electrical wires, etc.). Unnecessary movement may make matters worse from a medical standpoint, especially in the case of a fracture of the neck. An ambulance will normally arrive at the scene within 10 to 15 minutes. If possible, a responsible individual should stay with the victim while help is summoned. Two circumstances, however, will require legitimate intervention before the arrival of medical personnel: If profuse bleeding is present, an attempt should be made to slow or halt the blood loss by applying firm pressure directly over the bleeding site with the use of cotton gauze (or a clean towel, if nothing else is available). Do not apply a tourniquet. In the case of an unconscious victim, club personnel or members who have been certified (Red Cross, American Heart Association, Regional Emergency Medical Service, or similar) to perform CPR or Cardio-Pulmonary Resuscitation should perform the appropriate evaluation of the victim, institute the necessary CPR assessment, and perform its maneuvers. This will provide potentially lifesaving action pending the arrival of additional medical and paramedical personnel by ambulance. It is therefore recommended that a list of all personnel trained in CPR be made available, and that staff members be informed who these individuals are, so that they can be

summoned promptly in an emergency. Club members who properly identify themselves as being certified to perform CPR may be allowed to perform this potentially lifesaving maneuver. If possible, a staff member should secure entry to the facility by standing by the appropriate opened entranceway to quickly and safely guide medical and paramedical personnel to the victim. If available, another staff member should position themselves outside the facility to direct the ambulance to the area permitting the quickest and safest entry of the personnel and their equipment, which may include a stretcher. Advice regarding transportation of, further care, or emergency procedures on the victim should be left to the discretion of the trained paramedical or medical team, and no interference should be made by the club‘s personnel regarding these matters. The victim, if conscious, may agree to or refuse any actions by the medical personnel. Such discussions or modifications of transport or care procedures, however, should be left between the victim and the medical personnel. The club‘s staff should follow all orders given by the medical or paramedical personnel to help in their function. A complete report of the emergency should be made in writing by a supervisory staff member who was in attendance during the incident. There should be careful documentation of the call for emergency medical assistance (including the exact time, if possible), arrival of the ambulance, and any other details regarding the transportation of the victim from the facility. Staff members attending the ill or injured victim should be interviewed, and any additional data concerning the incident should be recorded (including action taken by additional staff members). Legal counsel should be consulted at each facility to determine the necessity of having personnel trained in CPR at each site. The availability of such personnel may be appropriate in the setting of a center performing cardiovascular fitness programs and prescribed exercise regimens. If such a provision is deemed necessary, it is important to be sure that more than one staff member be trained in CPR to ensure adequate coverage.

APPENDIX VI -YOUR CLUB’S CHILD CARE CENTER

According to the Insurance Information Institute, over a recent five-year period, total claim settlements reported for day care operations increased five-fold. The average claim settlement doubled. The ever-increasing size of court awards in liability cases in general, along with a particularly large increase in awards in cases involving children‘s injuries, were the key contributing factors to this increase. If your club offers supervised play area facilities for the children of the club‘s clients, a specific loss control management program is essential to minimize this severe liability loss potential. Depending on the state and city in which your club‘s childcare facility is located, it may be subject to legal requirements for licensing as a Child Day Care Facility. For example, in one state, a child care facility which regularly supervises four or more children for more than 10 hours a week, or more than one day per week, is subject to licensing requirements. These requirements can include minimum standards for staffing, qualifications, physical facilities, sanitary facilities and administrative record keeping procedures.

Here are some key guidelines for evaluating your club‘s child care operation. If you are subject to specific legal requirements for day care operations, they should be referenced and complied with as primary standards. However, you will find that many state or local regulatory programs do not address requirements for all the key liability exposures that should be considered for sound risk management.

Licensing Determine if you are subject to licensing requirements as a child care facility. Your state or local social services department will be able to advise you on this. If you are subject, you will need to proceed initially in accordance with the application and licensing requirements. Once you have the license, set up a system to keep it current. Staffing An adequate staff-to-child ratio with close supervision must be maintained for classes, swimming pool use, (if any), playground activities, and all other activities. The National Fire Protection Association (NFPA) Life Safety Code recommends the following minimum staff ratios:

STAFF RATIO AGE

1:3 0-2

1:5 2-3

1:10 3-5

1:12 5-7

1:15 7-Over

State and local requirements for staff ratios should also be adhered to. The more conservative values should be applied. One state, for example, requires less stringent overall staff ratios, but requires one staff member for each child less than one year old, and requires a 1:1 staff ratio for swimming classes for children less than two years old. The American Red Cross Swimming and Aquatic Safety Textbook recommends that there be one aide for each preschool child in the pool. An aide may be a parent or other responsible qualified

adult. The American Red Cross also recommends that a person trained in cardio-pulmonary resuscitation (CPR) be present whenever swimming pools are used. Your staff members should be properly qualified by experience and training. Background and references should be thoroughly checked. Supervision of the staff should be adequate and employee turnover controlled. If your facility is subject to licensing requirements, specific staff qualifications may be prescribed in these regulations. This could include required education, experience, and reference checks. With the increasing costs of claims due to child abuse allegations, a thorough hiring procedure for child care personnel is essential. However, this hiring process must also be consistent with applicable restrictions on background checks due to privacy laws. Legal counsel should be consulted to develop the most thorough feasible hiring procedures. Security Evaluate your security measures. Effective child release controls should be in effect and enforced. Parents should be identified before the child is released. Signatures should be required. Parents should be notified if someone other than the parent attempts to pick up the child. Security controls should be adequate to prevent an unauthorized entry. Consult your local police for advice on this exposure. Evaluate the adequacy and condition of toys, furniture and equipment. Toys should be appropriate for the age group using them. They should be made from non-toxic materials with no small parts that may create a choking hazard. Toys and furniture should be free of sharp edges and pinch points. Furniture should be of sturdy, stable construction. Swimming facilities need to be evaluated for depth, type of pool, availability and condition of life saving equipment, fencing, water treatment and procedures, chemical storage, filtration machinery condition/guarding, walking surfaces, depth markings/ropes, electrical safety and drain protection. Play or diving equipment should not be present. Access by the children must be restricted to supervised periods only. Parental releases should be obtained. Hot tubs, steam rooms, saunas, etc., should not be accessible to the children. Evaluate the electrical system and over current protection. Electrical receptacles should be equipped with child safety covers. Heaters should be properly installed, enclosed and vented to prevent child contact with hot surfaces, fires and suffocation from air contamination. Egress, Life Safety, Facilities Life Safety considerations, including alarm systems, emergency lighting, number/capacity of exits, travel distance, lighting, smoke detectors, etc., need to be reviewed for NFPA 101 Life Safety Code and local code compliance. Any operations not on the level of exit discharge (usually the ground level) should receive special attention. Sidewalks and parking areas should also be checked for condition and layout. Children must be protected and separated from traffic if allowed to play outdoors. Door locks and child safety latches should be properly used to restrict access to hazardous areas but must not impede access to and egress through required exits.

The water temperatures should be controlled to prevent burns to children from hot tap water (maximum 130 F). Evaluate the frequency of fire drills, and whether or not the facility is accessible to the fire department. Regularly evaluate your private on-site fire protection features, including the adequacy, number and type of fire extinguishers, and the condition and maintenance of sprinkler systems, standpipes, detectors, alarms, and spot protection such as extinguishing systems for cooking equipment. Emergency Preparedness Your normal emergency procedures need to be reviewed and enhanced if you maintain a child care facility. Keep in mind that parents will tend to want to retrieve their children in case of emergency evacuation rather than use the nearest exit. The stringent staff ratios set forth by the NFPA 101 Life Safety Code are based on the need to be able to evacuate the children in case of emergency. Your overall emergency plan needs to be reviewed with this in mind. A first aid kit should be maintained. Personnel qualified in first aid should be present. Emergency phone numbers for parents and emergency services should be readily available and kept up-to-date. Transportation to medical facilities should be planned in advance. Emergency evacuation plans should be established and posted and periodic drills held. Administrative Aspects An effective program is needed to control the disciplining of children. Parental releases should be obtained and filed. Parents should be made aware of the disciplinary measures that will be used. Staff training can include instructions to summon the parent to handle these situations. State and other legal restrictions on discipline should be referenced. Evaluate the overall record keeping and the confidentiality of records. Parental releases should be obtained. Adequate enrollment procedures should be in force and records maintained. Required medical checks, licenses, permits and certificates should be on file and current. Complaint procedures should be established. Incident records should be complete and up-to-date. Incidents should be analyzed to identify problem areas. Claim reporting procedures should be established and corrective actions taken, where necessary. Be alert to unusual exposure factors that may arise, such as requests to supervise children with handicapped or special medical needs. Summary- You should implement a program to check the child care operation on a regular basis. A weekly check on physical conditions and a monthly check on administrative aspects and records is recommended. Prepare a checklist and diary system tailored to your operation and use it conscientiously. With sound management, the child care facility can be an enhancement to your club and the services it offers. However, if left unchecked, the liability exposure can negate the service advantage.

APPENDIX VII – BASIC EMERGENCY PLANNING

Every location of every business can be subject to emergencies. Careful planning can minimize losses, employee errors and patron panic. The basic emergency planning process includes:

Management Commitment

Exposure Analysis

Loss Control Analysis

Program Development

Program Maintenance The purpose of this article is to present guidelines for the development and implementation of basic programs for handling emergencies. Management Commitment Top management's commitment is crucial in developing an effective emergency program. An emergency coordinator can be assigned to oversee the ongoing program where management finds it practical to do so. However, management must retain its responsibility to see that the program is complete and ready to be set into motion at all times. Potential emergencies must be considered and evaluated for each facility. Specific plans should be developed, practiced and revised as necessary. Exposure Analysis The first step in developing an emergency program is to identify the types of emergencies that can be anticipated. Among the exposures to be considered are: Fire, flood, severe storms, power failure, spills, crime, employee injuries, and exposures from neighboring occupancies. The probability of occurrence of each emergency and the extent of damage likely should be evaluated. The hazards of chemicals used in the workplace need to be evaluated. Material Safety Data Sheets should be obtained and evaluated for all chemicals used. Once the exposures have been identified, the existing controls can be evaluated. These controls include specific management programs, protection devices, procedures and equipment. The adequacy and completeness of preventative maintenance, facility inspection and security procedures should be reviewed. The type, adequacy, maintenance and condition of emergency equipment and protection devices should be evaluated. First Aid supplies, fire detection and protection devices, emergency lighting systems, and personal protection equipment are among the items to be considered. Program Development After the exposures and existing controls have been evaluated, specific guidelines can be developed. Emergency plans should be developed with these basic considerations in mind:

Assign first priority to human life in all emergencies.

Identify as many potential emergencies as possible.

Devise alternate personnel.

Include alternate personnel.

Identify all logical sources of help.

Inform existing employees, new employees, fire departments, police departments and medical facilities of the emergency procedures established.

Review, update and revise all plans periodically.

The emergency guidelines should include the responsibilities of specific individuals, sources of emergency assistance and specific procedures. The following functions should be included: A specific employee should be appointed to be responsible for program planning and implementation. Specific duties of designated employees and alternates should be established. Designated employees and backups need to be trained in their duties and responsibilities. Employees must inform their backups if they will not be available. When appointing employees and alternates, it is important to remember that all shifts must be adequately staffed. Backups should be chosen so that it is unlikely that both the designated employee and the alternate will be unavailable in an emergency. A sample responsibility chart is illustrated in Exhibit #2. Communications Efficient, reliable communications are an essential element of an emergency program, both before and during an emergency. Local fire departments, police departments and medical services should be provided with information in advance. This should include a copy of the emergency program and names, addresses and telephone numbers of management contacts. A description of the operations, hazardous materials used and premises diagrams should be included. Emergency services should be invited into the facility to become familiar with the premises and potential hazards. Emergency phone numbers should be posted. A sample form for posting emergency numbers is illustrated in Exhibit #3. Employees should be trained to contact the manager or a designated employee in an emergency. Information on shutting down the premises and starting evacuation should be channeled through the emergency coordinator. Facilities should be available to keep posted on impending problems. As an example, a radio with frequent current weather broadcasts should be on hand when a major storm warning is anticipated. Employee Training Basic emergency training for all employees is a vital part of emergency planning. Training should be provided for all new employees, periodically as needed and if any changes are made in the equipment or activities. All employees should be trained in:

Evacuation plan, routes and signals.

Alarm systems and emergency reporting.

Types of potential emergencies and specific actions.

Proper use and care of emergency equipment.

Emergencies may require evacuation of a part or all of the facility. Evacuation must be rapid and controlled. All exits must be unblocked and readily accessible. Fire exits must be adequately marked, well lighted and must open freely. An evacuation plan should be defined including the direction and path of exit travel. Employees should be trained in evacuation procedures and drills held and evaluated. Areas where employees should gather after evacuation should be designated, so all employees can be accounted for. Detailed procedures must be developed to protect clients and employees. Emergency Equipment Adequate emergency equipment must be provided, inspected and maintained. The inspection, maintenance and testing of all emergency equipment is essential and should be reviewed by the emergency coordinator. Equipment should be tested and inspected on a scheduled basis. A system of logging or posting should be developed for maintenance and inspection activities. Employees should be trained in the proper use of all emergency equipment. Transportation Transportation to and from the club should be addressed. Transportation may be needed to carry injured employees or clients to medical facilities and bring medical supplies and personnel to the facility. Local ambulance, police and taxi services should be identified and evaluated. Transportation in and around the facility should also be considered. Adequate aisles must be maintained. Emergency personnel may have to be directed to the entrance nearest the emergency or may have to be accompanied through the work areas with their equipment. Consideration may have to be given to parking areas for emergency vehicles, with sufficient space to maneuver, load and unload. Recovery and Salvage Procedures are also needed for minimizing the damage after the emergency, repairing the damage and resuming normal operations. Specific duties and responsibilities need to be outlined. Employees, customers, suppliers, and in some cases, the media have to be contacted by designated representatives. Contractors may have to be hired to repair any damage. Security services may have to be hired to prevent theft or unauthorized access. Materials and equipment may have to be moved or protected to prevent further damage. Program Maintenance The emergency program must be tailored to the individual operation. It should be revised to keep pace with activity, equipment and personnel changes. Emergency drills should be held periodically, preferably with the assistance of local fire and police departments. The emergency plan should be evaluated after each drill and revised, as necessary. A sample self-evaluation checklist is illustrated in Exhibit #4. A periodic audit by an independent consultant can be a valuable tool to management in evaluation of program readiness.

ADDITIONAL FORMS MAY BE DOWNLOADED FROM PHLY LOSS CONTROL

a. Physical Activity Readiness (PAR) Questionnaire b. Health History Form c. Medical Information Release Form d. Medical Referral Form e. Exercise Release Form f. Tennis Court Maintenance Log

REFERENCES O.S.H.A. Handbook for Small Business, U.S. Department of Labor -Occupational Safety and Health Administration, O.S.H.A. 2209. Emergency Response in the Workplace, U.S. Department of Labor -Occupational Safety and Health Administration, O.S.H.A. 3088. Loss Prevention and Control - B.N.A. Policy and Practice Series. Teau of National Affairs.

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