Volume 1, 2004

Insurance and Safety Tips from Marsh Advantage Americafor U.S. Ronald McDonald House Charities/Ronald McDonald House Staff

This Issue

2 Safety tips from Wausau

3 Q&A

4 Property appraisals should bea priority in 2004

4 Easy steps to help preventslips and falls

5 Report claims promptly

6 Controlling mold

7 Winter weather wisdom

7 Special events insurance coverage

8 Meet Wausau’s Kristine Punke

If you would like additional copiesof Protect, or have questions or ideasfor future issues, please call JeffGukenberger at 800-323-4195.

Protect

Marsh Advantage AmericaA Service of Seabury & Smith, Inc.

We want to help you provide asafe, secure place for familiesWe know your time is valuable, and that you have many tasks tofocus on in the day. But as you know, providing a safe, secure placefor your families to stay continues to be your main objective. MarshAdvantage America and Wausau Insurance Companies provide youwith safety information through this Protect newsletter to help youachieve that important goal.

Please take the time to read your newsletter, share it with yourstaff and volunteers, and then – most importantly – implement thesuggestions and ideas in your own operations. We hope 2003 hasbeen a good year for you, and that 2004 will be even better. Asalways, we look forward to hearing your comments and/orsuggestions on how we can make this newsletter valuable to you.

Mary Fumagalli and Jeff Gukenberger – Marsh Advantage America

If so, when was the last time theplan was modified, revised and/or reviewed? Do you practice theplan and do employees andvolunteers understand their roles?

Here are a few tips for having asafer, more secure business:

How secure is your business?Safety tips from Wausau Insurance Companies

Do you have a workplace security planfor your Ronald McDonald HouseCharities®/Ronald McDonald House®

that includes risk assessment, securityprocesses and crisis management?

■ Establish asafety and security coordinatoror committee. The coordinatoror committee will assist in allaspects of the safety andsecurity plan.

(continued on page 2)

■ Communicate your safety andsecurity policy. Make sure youeffectively communicate yourpolicies and procedures toemployees (both full-time andpart-time), members of thecommunity and local fire andlaw enforcement.

■ Conduct practice drills. Practice allevacuation and emergency planswith the employees.

■ Evaluate. Periodically evaluateyour safety and security planto ensure that it is working asefficiently as possible.

Marsh Advantage AmericaA Service of Seabury & Smith, Inc.

■ Conduct a safety and securityreview. Determine your safety andsecurity requirements by review-ing the current security strengthsand weaknesses of your business.

■ Team up with others. Have yourlocal fire or law enforcement orcommunity members review yourcurrent safety and security plan.

■ Develop a plan. Make use ofresources from federal agenciessuch as FEMA (the FederalEmergency Management Agency)via their websites,publications andtelephone help

lines. Make sure the plan isflexible enough to make adjust-ments as new situations arise.

■ Stay flexible. When selectingequipment to assist in thesecurity of your business, makesure it can be easily integratedinto any existing systems andupgraded as your security needschange or grow.

■ Control access into the building.Having some security measure inplace that enables you to controland monitor the flow of trafficinto and out of your business isimportant.

Elements of a Security Review

Safety tips from Wausau(continued from page 1)

2

✓ Limit access to the building.

Encourage employees to escort one another toparking areas.

Have a sign-in sheet for all nonemployees.

Conduct spot check of locker rooms, lockersand storage areas.

Maintain effective supervision and controlduring the work cycle.

Provide policies related to the discovery ofcriminal records and wrongdoing among andby employees.

Conduct background and reference checks onall employees.

Provide proper lighting; including emergencylighting, exit routes and public areas such asparking lots.

Eliminate or reduce objects or shrubberyobscuring entrances or exits.

Control usual points of entry.

Limit key access to select employees.

Install cameras to assist with the monitoring ofthe premise.

Report suspicious behavior/loitering to the localauthorities.

Volunteers should not use their

own vehicles to transport guests

at your House. Instead, encourage

guests to use hospital shuttles or

public transportation.

Q&A

Have a question you would likeanswered here? Just send it toJeff Gukenberger at:Phone 800-323-4195 ext. 2939Fax 630-203-2180Email jeff.gukenberger@seabury.com

Are my volunteerscovered under WorkersCompensation?Yes, your volunteers are coveredunder Workers’ Compensationjust as if they were employees.That is one reason we tend tostress matching the appropriatevolunteer to the appropriate job.

Can volunteers use theirpersonal autos to transporthouse guests?No, they never should do that.The house guests need to providetheir own transportation, andshould be using a hospital shuttle,or the local taxi, bus, and trainsystem.

Just a few of the reasons whyinclude:

■ You do not know what kind ofa driver the volunteer might be.

■ You do not know if the volunteershave current insurance policies,or whether they have theappropriate coverage necessaryfor a commercial auto.

■ You do not know if the volunteersmaintain their vehicles properly.

I called in my claim to theclaim reporting number —800.323.5650 — and theytold me they do not takemy claims. What’s that allabout?The claim intake center doesindeed take all RMH, RMHC, andCo-op claims. If you ever receive aresponse like that, or any negativeresponse through any part of theclaims process, you need to giveyour Marsh Advantage AmericaAccount Manager a call. We’ll takecare of it immediately. Remember,it is our job to be your advocate —don’t hesitate to use us.

3www.marshadvantage.com

4

Common causes of slips and falls ■ Faulty housekeeping – dirt, grease,

water, or contaminants

■ Defective floors – slippery finishes,surface wear, uneven or damagedsurface

■ Design – poor lighting, lack ofhandrails, poor tread on stairs

■ Unexpected elevation changes –tile to carpet, concrete to tile, hotto cold, dry to humid

Faulty housekeeping or improper cleaning

procedures are generally the cause of

most slips and falls. But by implementing a

prevention plan, you can help reduce the

potential for slips and falls in your House.

Easy steps to help prevent slips and falls

Tips to helpprevent slipsand falls

■ Make good housekeeping a priority

■ Conduct frequent self-inspectionsto look for slip, trip, or fall hazardsor risk factors

■ Identify and report potential slip-and-fall hazards to supervisors

■ Consider floor applications ortreatments to improve slipresistance of surfaces

■ Keep aisles and stairs clear ofdebris and boxes

Marsh Advantage AmericaA Service of Seabury & Smith, Inc.

Every year Wausau Insuranceconducts property inspections onsome of the Ronald McDonaldHouses. This inspection providesWausau with information aboutthe condition of the property,safety issues, housekeeping,and any conditions that mightcontribute to loss exposures.

Wausau’s inspection is not thesame as a property appraisal anddoes not provide replacement costvaluation for insurance purposes.We strongly recommend that you

obtain a property appraisal from acertified appraisal firm, which willprovide you with a professionalestimate of the insurable values

your Board of Directors. They maybe aware of a firm that woulddonate this service.

It is very important to insure yourHouse at replacement cost value.A professional appraisal is thebest method to provide you withthe tools to properly insure yourHouse and its contents, minimizeyour premiums, and provide proofof values in the event of a loss.Please considere this a priority foryour House in 2004.

■ Select mats with non-curl,beveled, flat edges and non-slipbacking

■ Routinely inspect mats for damageand excess wear

■ Mark all elevation changes andramps clearly

■ Keep all walking surfaces andparking lots clear of potholes,cracks, water, grease, or otherdebris.

■ Post warnings or signs wheneveryou see a slip-and-fall hazard

A property appraisal should bea priority for your House in 2004

It is very important

to insure your House at

REPLACEMENT COST VALUE.

for your building(s) and contents.You may contact a local firm, orpresent the recommendation to

5www.marshadvantage.com

Prompt claim reporting

plays a major role in

controlling claim costs and

saving millions of dollars in

reduced time-loss payments.

Did you know . . . ■ Injured workers off work longer

than six months have only a50 percent chance of returning totheir job; if time loss exceeds oneyear, there is a 90 percent chancethey will never return to work.

■ Prompt claim reporting reducesmedical costs. The injured workerheals faster because of prompt

Report your claims promptly

hen an injury occurs

and accurate medical treatment,shortening the time medicaltreatment is required.

■ Prompt claim reportingreduces legal costs.Workers are less likelyto feel their rights havebeen violated causingthem to hire legal counsel.

■ Prompt claim reportingcost reductionswill have a directimpact on yourorganization’sworkers’compensationpremium rateover the next three years bylowering your losses.

Here are some employer benefits ofprompt claim reporting

■ Provides timely and appropriatemedical care through a networkof selected providers to helpcontrol expenses and monitortreatment

■ Encourages prompt notice ofincidents and allows for a moreaccurate diagnosis

■ Helps to avoid legal complicationsby showing prompt attention,regular follow-up, and sincereconcern

Here are some employee andvolunteer benefits of promptclaim reporting

■ Speeds the employee’s return toproductive activities

■ Shows we value our employees’contributions

1. Get prompt medical attentionfor the injured employeeImmediately after an injuryoccurs, the employee shouldreceive medical attention(with a network provider,when possible) to treat theemployee for emergency aswell as ongoing medical care.

2. Choose transitional-duty workfor the injured employeeThe medical provider shouldbe given information regard-ing transitional duty availablefor the employee. This willenable the medical providerto choose what type of tran-sitional duty is appropriatefor the injured employee, ifreturn to full work capacityis not feasible. A transitional-duty release form and a return-to-work release form can bedelivered to the medicalprovider by the injuredemployee upon initialtreatment or faxed by theemployer to the providerprior to treatment.

3. Discuss and reviewtransitional- duty workAfter receiving the medical

provider’s release form, theemployer and employeeshould meet to discuss thejob duties and sign anagreement of the offer ofemployment. If the employeehas moved, or cannot bereached, send a writtennotice/offer of employmentvia certified (restricteddelivery) and regular mail.

4. Re-review transitional-dutyworkOn the employee’s first dayof transitional duty, theemployer should meet withthe injured employee andhis/her supervisor andre-review their roles andresponsibilities.

5. Maintain continuous contactbetween the employer,medical provider, andWausau InsuranceThe employer shouldcontinue to stay in touchwith the provider, the casemanager, and other membersof the Wausau team to keepthem informed of progressor their needs to help keepthe plan on track.

What to do

W

It pays off inthe long run!

6 Marsh Advantage AmericaA Service of Seabury & Smith, Inc.

■ Drip trays for refrigerator units

■ Condensation in air conditioningunits or their ventilation piping

■ Leaky roofs or plumbing

■ Absorbent ceiling tiles,particularly in kitchens anddishwashing areas.

■ Pool pump rooms, or mechanicalroom in larger buildings

■ Condensation on windows andtheir sills.

Time is not on your side foraddressing mold – it growsquickly! However, there are manyways you can reduce and preventmold growth:

■ Vent showers and other moisture–generating sources to the outside

■ Use air conditioners anddehumidifiers to control humiditylevels and dampness

■ Provide adequate ventilation tomaintain indoor humidity levelsbetween 30 and 60 percent

Controlling Mold

Indoor humidity levels should be

between 30 and 60 percent.

Mold can grow in carpets, cloth, wood, paper, and foods,

but it grows best in moist or wet areas. Most of us would

immediately target showers and bathrooms due to their

moisture levels, but there are several other areas of concern:

■ Use exhaust fans whenevercooking, dishwashing, andcleaning in food–service areas

■ Inspect the building for signs ofmold, moisture leaks, or spills,and repair as necessary

■ Clean and repair roof guttersregularly

■ Ensure rain water runs away frombuildings, not underneath

■ Add insulation to reduce thepotential for condensation oncold surfaces (windows, piping,exterior walls, roof, or floors)

■ Regularly clean floors and carpetsto prevent moisture condensation.

Can taking these steps guaranteethat you will not have a moldproblem? No, but they can helpminimize your exposure in thefirst place.

Winter is here.

Be prepared with

the appropriate

winter-weather

supplies. And be

sure your staff

and volunteers

are aware of all

the areas that

should be

tended to during

a snow or ice

storm.

7www.marshadvantage.com

Almost every Ronald McDonaldHouse deals with some amountof snow or ice. This winter, be“weather wise” and prepared forsnow and/or ice removal. To helpprevent weather-related incidentsat your facility, consider theserecommendations:

■ Create a plan for increased floormaintenance.

■ Keep walkways and entrywaysfree of water buildup.

■ Dry mop frequently.

■ Make sure floor mats andrunners are clean and in goodrepair. Do not allow them toremain soaking wet.

■ Use “Caution – Wet Floor” signsand slip-resistant floor mats inwet areas.

■ Make your snow shovel andice removal equipment easilyaccessible. Shovel entrances,walkways, and areas around

drains and emergency facilities,such as downspouts and firehydrants, and a path to the wastereceptacle.

■ Use ice-melting substances onoutside traffic areas after snowremoval. This includes parking

Winter weather wisdom

lots, sidewalks, exterior stairways,and ramps.

■ Remove icicles from buildingoverhangs to prevent potentialhazards.

Many of your fundraising eventsare traditions for your house. Infact, many of your supporters lookforward to the annual golf tourna-ment, celebrity auction, or dinnerdance. But are you covered forthese events should the unfore-seen happen?

And what if you are trying some-thing new? Perhaps it may be anevent that another house hasdone and you’re introducing it toyour community. While the firstplanning question may not beinsurance coverage, it is a veryimportant step in your planningprocess.

Many events and activities arecovered at no cost with theMarsh/Wausau program, butothers may not be automaticallycovered in your policy. Theseactivities will require anadded premium toaddress youradditional exposure.

Special Events: Are you covered?

REMEMBER THIS:No matter what the specialevent, or if you have alwaysdone this event in the past, you need to fill out the Special Events Application each and every time.

Start your next special event

on the right foot, and call your

Marsh Advantage America Account Manager

for a Special Events Application.

Copyright 2004 Marsh Advantage America

All rights reserved.

ProtectMarsh Advantage America

1111 West 22nd Street

Suite 510

Oak Brook, IL 60523

What experience do you bring tothe RMH, RMHC and Co-Op Team?

Prior to working for WausauInsurance, I worked for MarriotInternational as a HousekeepingManager at full-service hotel fortwo years. I have a Bachelor ofScience degree in Business fromthe University of Wisconsin-Stout.My degree and my experiences atthe hotel have been very usefulin helping customers with thechallenges and exposures theyface day to day.

The following trademarks used in

this newsletter are owned by

McDonald’s Corporation and affiliates:

McDonald’s, Ronald McDonald House

Charities, Ronald McDonald House.

Meet your McDonald’s

InsuranceService Team

KristinePunkeWausauLoss-PreventionSpecialist

What do you like about workingwith the RMH, RMHC and Co-OpTeam?

I have worked with the RonaldMcDonald Houses and McDonald’sCooperatives for the last four and ahalf years. They are a wonderfulgroup to work with, and I enjoyhelping them keep their businessessafer for their guests, employeesand volunteers.

If you have any questions aboutyour insurance program, feel free tocontact Kristine – or any of the othermembers of the account service team– at 800-323-4195.