MUSIC Matters – Volume 22 – First Quarter 2018

MESSAGE FROM THE BOARD CHAIRMAN

DR. BERNARD DUBRAY

SUPERINTENDENT OF SCHOOLS

FORT ZUMWALT SCHOOL DISTRICT

Dear MUSIC Member,

This message is being written for our March newsletter and is the first opportunity to review our Annual Membership Meeting held on January 25th and January 26th. It is also the first opportunity to reflect on the February 14th tragedy that occurred at a Broward County Florida School District where 17 teachers and students lost their lives due to a deranged student gunman taking out his frustrations at the school. None of us can image the horror that took place on Valentine’s Day and none of us could imagine what we would do in those same circumstances. What we can do is use this tragedy as a wake up call for all of us and review our crisis management plans and our community support systems in place to assist us in dealing with such a terrible issue. I urge you to reflect on the circumstances of this school shooting and vow to use it as a catalyst to better prepare your own schools and organizations.

Our Annual Meeting was successful in that the number of attendees remain fairly constant from year to year. The arrangements by the staff at the Lodge of Four Seasons were excellent and our main speakers did a good job making us think about their message. The MUSIC staff and our Executive Director work hard prepairing a meaningful meeting for our members. Survey results following the meeting indicated that those in attendance were able to take back something of value.

Before the meeting and following the meeting the Board of Directors held meetings to perform the business of the organization. The meeting on January 26th certified the election results at the general meeting that included Patricia Thompson, Bill Nicely, and Gabe Edgar as being re-elected for three year terms on the Board. Following that certification, I was re-elected as Chairman followed by Phil Cook as Vice Chairman. Gabe Edgar was selected as Secretary, and Ron Orr as Treasurer. The officers and the rest of the Board members take our jobs very seriously and try to represent the entire membership in our oversight of MUSIC operations. Meetings of the Board for 2018 will be on June 15, September 6 and October 7. Best wishes to you all for continued good weather and a safe end of the school year.

MESSAGE FROM THE EXECUTIVE DIRECTOR

MR. MARK STOCKWELL
MUSIC EXECUTIVE DIRECTOR

The 2018 MUSIC Annual Membership Meeting was held January 25-26, 2018. The weather cooperated again this year which contributed to the great turnout for the meeting. We appreciate your time and support of the program. I’d also like to thank everyone that completed the meeting evaluation surveys. We want to hear your thoughts and appreciate you taking the time to share them. The reviews were very positive and provided a few ideas on how we can make the meeting even more valuable in the future.

We heard outstanding and moving presentations on very timely topics. They included suicide prevention, heroin abuse awareness and prevention, and volunteer workers’ compensation considerations. We learned how to respond to rumors of staff misconduct and sexual harassment in our schools. The third annual Dr. Gary VanMeter Award for Excellence in Risk Management was also awarded to Dr. Charles Brazeale and the St. Charles School District. They earned this award through their process in developing a new health curriculum. They included all stakeholders and developed a curriculum that educates and empowers students and staff to recognize and confront inappropriate behaviors.

The recipients of the 2018 MUSIC/Jack Holley Scholarships will be selected later this month and will be announced via email to the MUSIC membership. The selection committee has a very difficult task again this year as we received approximately 200 applications. There will be six $2,000 scholarships awarded to graduating seniors with three funded from the proceeds of the MoASBO / MUSIC Golf Tournament and three more funded by donations from Mickes O’Toole, Gallagher Bassett, and Genex.

Following the Valentine’s Day shooting in Florida, we received numerous calls regarding School Protection Officers (SPOs). This newsletter includes an article authored by Alan Schmitt that provides recommendations to enhance school safety and also details available options to provide an armed presence in schools. If you decide to arm staff in your buildings, please ensure that all requirements in the enabling statute (SB656) are followed to avoid coverage issues in the event of a weapon discharge.

On a more pleasant note, we would like to offer our congratulations to Ron Orr, Pattonville CFO and Treasurer of the MUSIC Board of Directors, on his Distinguished Eagle Award from ASBO International. Ron is an outstanding school business professional and we truly appreciate all of his efforts on behalf of MUSIC and public education in Missouri.

In closing, please ensure that all coaches and staff are up to date on head injury prevention and response techniques as we move into spring sporting activities. Your proactive efforts help keep students and staff safe during this busy time and throughout the year.

Thank you for your continued support of MUSIC and the students of our great state!

Treasurer Bond

By Amy Mehrmann-Dale
Client Service Associate, Sr. – Gallagher

For the last several years, your Treasurer Bond has been written with Travelers Casualty and Surety Company of America. The bond amount is $50,000. An advantage to this program is that your elected and/or appointed Treasurer is automatically covered for the duration they hold office within the policy term, 12/31/17-12/31/18. You no longer have to notify us if the Board Treasurer holding this position changes during the term.
You can download a copy of the Bond by navigating to the MUSIC website, login, go to ADMIN PORTAL – Document Library – 2018-Other Documents (tabs below) – 2018 Treasurer Bond. You can hit Ctrl+F to “find” on this page, and if you type in “Treasurer,” you will be able to find it easier.
Please keep in mind that the reason a Treasurer Bond is required is due to Treasurers being excluded from the Crime policy. All other employees are afforded coverage under the Crime policy with the exception of the Treasurer.
If you would like to discuss this further, please contact me at 314-800-2235.

 

SCHOOL SECURITY – ARMING STAFF – WHAT ARE MY EXPECTATIONS AND OPTIONS?

Alan Schmitt, ARM-P

Area Vice President Loss Control – Gallagher

It seems every time you turn on the news, pick up a newspaper, or look online, there is a reference to an active shooting event.  Unfortunately, school violence and shootings are not going away.  Therefore, it is extremely important that we review our current security procedures and understand some of our security options under the MUSIC program.

There are five primary areas which should be addressed:

  • Perimeter and classroom physical security
  • Security policies
  • Security training and intruder drills
  • Threat assessment
  • Armed Security Personnel

Let’s review each of these topics a little closer.

Physical Security

The physical security of your campuses, schools, and classrooms continues to be one of the most important areas to address.  However, with this in mind, our security efforts cannot interfere with “Life Safety Code” guidelines.  We need to look closely at any security measures being considered to ensure they do not create a life safety issue or other safety concern.

Some key physical security items to consider include:

  • All perimeter doors need to be locked from the outside. This includes kitchen doors and doors used for playground access.
  • Video monitoring should be considered at all entrances, but at a minimum, it should be installed at the main entrance to the school.
  • The main entrance should have a communication system with the main office.
  • All classroom doors should have the ability to be locked. It is strongly recommended that doors which require a key to lock them be “pre-locked.”
  • First floor windows and windows in classroom doors should have shades or blinds so they can be closed during an intruder event.
  • Glass panels in classroom doors should have a clear security film placed on them so they are more impact resistant.
  • Each classroom should have two-way communication with the office.

Security Policies

It is also important that our security policies be reviewed and updated to address potential concerns.  The policies should then be communicated to staff.  Probably one of the most important policies to review is the visitor and vendor policy.  Do you have a good policy which requires the visitor/vendor to sign in, wear visitor lanyard, and sign out.  Even a better policy is to collect some form of identification when they enter the school.

Security Training and Intruder Drills

All staff and students should be routinely trained in intruder policies and how to react to an intruder.  In addition, a minimum of two intruder drills should be completed every school year.  The training and drills should include the following:

  • Confronting any person in the building who is not wearing a “visitor” badge.
  • The importance of maintaining perimeter security.
  • Not opening perimeter doors for individuals and rather directing them to the main entrance.
  • How to properly secure classrooms and other safe areas.
  • The importance of option-based responses.
  • Scenario-based drills should be considered. These actively require teachers and staff to make split second decisions.  All staff needs to be trained in option-based responses.

Threat Assessment

A key component in eliminating an active shooter event is to identify any potential threats before they escalate into an actual event.  This is the primary purpose and focus on the threat assessment process.  Analysis of past events has told us that many times one or more students, teachers or others were given clues that the event was going to take place.  It is important that a program be put in place so these clues can be communicated to a common person or team, can be evaluated, and perhaps acted upon to keep the event from occurring.

Armed Security Personnel

Within the MUSIC program you have several different options for armed security personnel on the school campus.  They include the following:

  • A commissioned law enforcement officer

This is probably the best option.  This is an SRO or similar commissioned officer assigned to the school district or school event.  In this scenario, the commissioned officer is largely controlled by the local police chief or county sheriff.  The police chief or sheriff will ensure the SRO maintains their commission, weapons qualifications, physicals, and mental assessments.

  • A school protection officer (SPO)

In 2014, the Missouri legislator passed SB 656.  This legislation created the position of SPO in a school.  If your district is interested in appointing a SPO, you must follow all criteria outlined within the legislation.  This included having the person receive all POST-required training.  In this scenario, the SPO is not commissioned by the local police chief or sheriff.  Therefore, they will not have a relationship with the juvenile system and their powers are limited.  In addition, it will be the school district’s responsibility to make sure that the SPO remain current in weapons qualification, mental assessments, and physical exams.  Currently, there is only one known organization which will provide this training.  This is the Law Enforcement Institute with the University of Missouri Extension.

  • Contracted security service

Under this scenario, the school district hires an outside security firm to provide security at the school or school event.  If you enter into this type of agreement, it is important that the contract requires that the private security company requires their security staff to maintain weapons qualifications and mental health assessments.  The district should also require a certificate of insurance from the private security firm for both liability and work comp.

  • Hybrid security service

There is only one company that I am aware of which provides this service – Shield Solutions.  Under this scenario, the school district allows staff members to become armed.  The district contracts with Shield Solutions to provide training, mental health assessments, and receive weapons qualifications for selected staff.  In addition, Shield Solutions also provides ongoing training and mental health assessments.  The contract with Shield Solutions indicates that if a Shield Solutions trained person is ever required to use their weapon as a result of an active shooter event, they immediately become a Shield Solutions employee and will be covered by the liability and work comp insurance of Shield Solutions.

If any District employee only has the state Conceal Carry Training, they are not covered by MUSIC insurance.

MUSIC Resources

Your MUSIC/Gallagher loss control staff has developed several checklists and other resources to assist your school district or college in evaluating and addressing your security needs.  In addition, we are available to perform onsite security evaluations of your schools.  Finally, we are also available to assist you with training your staff on intruder response.  If you have any questions you can contact us at 314-800-2255 or alan_schmitt@ajg.com.

 

KEY ELEMENTS OF A TORNADO SAFETY PLAN

Alan Schmitt, ARM-P

Area Vice President Loss Control – Gallagher

The tornado season is here.  It is once again time to re-visit our tornado safety plan.

Our plan includes three primary elements:

  • Preparation
  • Drill
  • Response

Preparation:  Being prepared for a tornado starts with a good plan. The first element to consider is to determine where your employee, clients or visitors will be the safest.  Ideally, the lowest possible level, in an interior room, is the safest. The use of long halls should be used as a last resort.

Let’s review our tornado safe shelters:

  • Where are they?
  • Do all staff, clients, volunteers know where they are located?
  • Are they identified with signs?
  • Are they clear of clutter?
  • Do they have emergency lighting and working flashlights?
  • Does staff know where emergency go buckets are located?

Once you have identified these safe areas it is important that you share this information with your local emergency responders.

It is also important that specified staff be directed to listen to the weather radio and monitor weather conditions.

Drill:  All staff should take drills seriously.  It is your responsibility to assist students as directed by crisis team leaders or your supervisor.

Response:  The final key area of the plan needs to include the response after the event.  This includes such items as:

  • Staff and client accountability
  • First aid
  • Turning off electric and gas
  • Coordination with emergency responders
  • Communication with the media and parents

Many times the response will be determined by the severity of the tornado.

In summary, a good tornado safety plan begins with good planning and preparation.  It is vital that you review your plan at least yearly to make sure it still is the best possible plan you can have in place.  Once you believe you have the best plan in place, then you need to train and drill the plan so it will be properly followed in the event of a tornado.

 

MOASBO / MUSIC GOLF TOURNAMENT

Mark Stockwell

MUSIC Executive Director

 The MOASBO / MUSIC Golf Tournament is scheduled for Tuesday, May 1, 2018. The event will be held at the Lodge of Four Seasons on the Cove and Ridge courses. The tournament (a four person scramble) will begin with a shotgun start at 1 pm and will culminate with an awards dinner immediately following the tournament at Tan-Tar-A. There will be drawings for prizes donated by the vendors and sponsors during the dinner. You must be present to win.

The $60 registration fee includes: golf, cart, refreshments on the course and dinner. Registrations can be submitted as complete teams or individuals and should be sent to Mark Stockwell at MUSIC. The registration form can be found on the MoASBO and MUSIC websites and please feel free to contact me at 314-800-2220 or mark.stockwell@musicprogram.org  with any questions you may have. I encourage you to register early and look forward to seeing you on May 1st.

 

ARE THEY COVERED? WHY SPECIAL EVENTS IS NEEDED

By Peggy Wilson

Vice President Client Services – Gallagher

As a MUSIC Member, you have your property and casualty coverage under one comprehensive plan for all participating members.  For events happening on and around campus, the rule of thumb for whether a particular event is covered comes down to the answers to two questions:  1) Is this a school/college sponsored event? and 2) Does the money run through the school/college books?  If ‘yes’ to both of these questions, unless excluded, the event should be covered under your regular coverage through MUSIC.

  • The definition of SCHOOL SPONSORED means that the school/college manages, supervises, and controls the event. This is required because MUSIC provides coverage to you.  The member, prior to joining, completes an application, signs required documentation, and requests to join MUSIC.  Annual renewal questionnaires are done gathering additional exposures for your school/college.

If a group or organization has events, even though they are assisting the member, whether it be financially giving back or working to better the member, but is in control, manages, and is supervising an event on school premises, this means it is NOT school sponsored.  MUSIC did not collect information from these groups, nor do we have signed documentation from these groups or organizations on file.  MUSIC does not insure these groups.  They are considered a separate organization or entity.

We strongly suggest that if you have a non-school sponsored group having an event on your premises, that they provide you with proof of liability insurance.  This can be done by the group requesting a certificate of liability insurance from their liability carrier/agent showing the MUSIC member as an additional insured with respect to the use of your facilities.

  • Money must run through your books. This means that you, the member, are aware of any and all transactions associated with this group/organization for their event(s).  You, once again, have control of the money associated with vendors, supplies, etc.

There are many events that either one or both criteria are not met and this is when we suggest that the member require those groups/organizations to have their own insurance.  This is so that the MUSIC member is not responsible for something they have no control over.  MUSIC provides you with insurance that protects the district/college.  However, they do not provide coverage for non-school sponsored events or if you do not have control over the funding.

If a group/organization has an event on your premises without insurance, and a claim occurs, those groups/organizations will not be protected and would end up paying out of their own pockets if they have a judgement against them.  You, as a member, have coverage for your interests and are protected.

We also suggest that you refer to your Board Policy on the use of facilities by outside organizations.  Most policies indicate that anyone who uses your facilities is required to have and provide proof of their insurance prior to the use of your facilities.  There are some members that do not require this and have changed their policies to show this.

As you know, Districts must follow Board Policy.  By not following Policy, you are vulnerable to a lawsuit.

There are many resources available to these outside groups/organizations to purchase general liability coverage.  They can go to their local insurance agent for an annual policy for their insurance needs, or if they are just looking for one-time event coverage, MUSIC has an online program that can be accessed through the MUSIC Public website at www.musicprogram.org.  Click on Coverage & Services/Special Events Coverage/Apply for Special Events Coverage.  This will take them to a site where a short application can be completed online and a quote will be provided.  It will require your Venue ID Code (found under Document Library) OR they can type in the MUSIC member name where indicated.  If the user wishes to purchase this coverage, they can do so with an e-check or credit card. Please note that this coverage is only for events that happen on school premises.

Project Graduation and After Prom events are approaching, these, in most cases, would usually require the sponsor to be insured.

If you have additional questions on this, please feel free to contact the MUSIC Team at musicprogram@ajg.com and email us your questions or concerns.