Camps – Newsletters (2015-2025)

April 2025

Recent Workers Compensation Ruling May Affect You

Recently, a Pennsylvania appellate court affirmed a decision by a lower court that a summer employee cannot be considered a seasonal employee and thus be entitled to less in workers' compensation benefits. The judgement was that the employee could be doing year-round work otherwise if not for the injury. Please see the attached brief of the relevant case.

While each state controls the Workers' Compensation system, this decision has ramifications not only in Pennsylvania but may also impact similar claims and cases in the future in other states.

Workers' Compensation is a significant portion of your overall premium, and your experience modification factor, which debits or credits state WC rates, is directly impacted by your claims. This further solidifies the fact that you should stress to staff the importance of worker safety, that you discuss it during orientation and throughout the year, you investigate every worker accident with the goal of understanding what happened to prevent recurrence, and otherwise make worker safety part of your culture.

The workers' compensation system is skewed against the employer in favor of the employee. This case reinforces your need to be proactive in loss control and claim prevention.

CLICK HERE FOR THE BRIEF

Apr 2025

Webinar: A Camp Community Leadership Workshop | Abuse Prevention

Apr 2025

Webinar: A Camp Community Leadership Workshop | Crisis Tabletop Scenarios

The Camp Newsletter | January 2024

Excess Liability Limits for Some Camps Shrink
For the past several years, insurers have cut back the liability limits offered to most insureds. This has particularly impacted youth organizations. Now, one of the few remaining camp insurers in the country is limiting excess liability coverage to just $3 million at a time when excess liability insurance remains important.

Social inflation, where a claim paid five years ago for $3 million, may settle for $5 or even $6 million today. Some of the impacts include the following:

• Large awards are now common, and the public is desensitized, increasing jury awards.
• Negative public sentiment. Most jurors now believe organizations cut back on safety to save money.
• Constant TV and social media advertising for attorneys, ‘venue shopping’ for the most favorable courts to file suit.
• Litigation funding, where claimants can have claims paid at a lower amount by a hedge fund that assumes their case for the bigger payout.
• Skyrocketing healthcare, medical care costs and nursing shortages drive up costs to settle claims.
• Standards of care continue to rise. Expectations from customers, associations, regulators and court precedents continually raise the bar.
• Reviver statutes, which increase or eliminate the statute of limitations for a claimant to file suit, have been enacted or are being considered in most states.
• Insurance cases litigated in federal court increased by 30% in 2022 alone.
• Peer-to-peer incidents of abuse have increased over the past few years, and parents rarely hesitate to bring legal action in such cases.

The old adage states you only get sued for the amount of your liability insurance. Unfortunately, many claims are settled well in excess of insurance limits. Here are the facts for abuse claims:

• The average claim settlement across all organizations is $8,198,969 and the largest is $120,000,000. (*)
• From 2000-2019, the number of payouts for youth organizations increased from 255 losses to 864 losses, and the average payout went from $11.9 million to $21.8 million. (*)

What can you do to help combat this challenge? Do not simply accept lower limits of liability. Seek alternative advice from camp insurance specialists and get alternate quotes. We have insured summer camps for over a century and have many carrier relationships to help youth organizations reach their goals and mitigate risk. For a no-cost, no-obligation quote or consultation, contact Michael Labadorf CPCU, Executive Vice President (516) 247-5850, or [email protected].

The Camp Newsletter | January 2024

Winter Storm & Freeze Preparedness Plan

As we make our way through the winter season, it is important to stay proactive and prepare your camp for the challenges and exposures cold weather can bring. Read the Winter Preparation checklist provided below.

• Assess your exposure and risk control measures
• Consider the Church Mutual sensor program
• What to do before a winter event
• What to do after a freeze event
• Create a business continuity plan
  

New Child & Family Services Protection Act Requirements

Licensed camps in Maine have a new requirement under the Child and Family Services and Child Protection Act. MRS Title 22, §4010-A. Child Abuse Policies require filing abuse prevention policies that include specific components and sharing them widely with staff, families and the public.

To fulfill this requirement for your camp, take the following steps to help ensure your current policies are compliant.

Description of Abuse Prevention Management
Camps and youth programs should outline specific strategies and procedures they employ to help prevent abuse or neglect. This may include:

• Screening and background checks: Implement thorough background checks for all staff and volunteers to screen for any history of abuse or neglect. The American Camp Association outlines standards (AD.24, AD.25, AD.26, AD.27) that support these requirements, and additional information provided by your HR specialists may also be relevant.
• Staff training: Ensure all staff members are trained to recognize signs of abuse, types of abuse and grooming behaviors, and understand proper behavior management techniques, their responsibilities in communication and reporting and the camp’s code of conduct.
• Supervision policies: Establish clear guidelines for ratios and supervision practices, ensuring no child is left alone with an adult. Identify high-risk areas (where youth cannot be seen or less supervision is in place) and provide specific training and expectations for managing these areas.
• Communication expectations: Establish open lines of communication between staff, youth and parents to encourage reporting any concerns or suspicions. Consider adding several ways to communicate and create a culture where concerns are discussed openly and without remand.
• Code of conduct: Develop a comprehensive code of conduct that outlines appropriate behavior for staff, volunteers, campers and youth with clear consequences for violation.
  

Reporting Abuse of Neglect
Camps and youth programs should clearly outline procedures for reporting suspected abuse or neglect to the appropriate authorities. This may include:

• Designated authorities: Identify specific agencies or individuals within the camp and external authorities responsible for receiving and reporting abuse allegations.
• Reporting requirements: Train staff on their legal obligations to report suspected abuse or neglect, including the timeline and methods for making reports. Staff must also understand the criminal ramifications of failure to report.
• Confidentiality: Ensure all reports are handled confidentially and in accordance with state privacy laws.
• Handling a report of abuse: Staff training should also include and prepare them for handling a report. It is critical that staff listen and respond calmly, believe the reports, don’t ask shaming questions, share with supervisors immediately and gather facts but do not investigate.

Agency’s Response to Allegations
Camps and youth programs should have protocols in place for responding to allegations of abuse or neglect against the camp, staff, a fellow camper or someone outside the camp setting. This may include:

• Internal investigation: Establish procedures for conducting thorough and impartial investigations into any allegations involving appropriate authorities as necessary.
• Suspension, termination or removal: Outline the camp’s steps if allegations are substantiated, including potential disciplinary action against staff or volunteers. Also, outline a plan for removing campers who may have caused harm.
• Cooperation with authorities: Commit to full cooperation with law enforcement and child protection agencies throughout the investigation.

Grievance Procedures
Camps and youth programs should have clear grievance procedures in place for both staff and participants regarding alleged abuse or neglect. This may include:

• Multiple avenues for reporting: Provide multiple channels for staff and participants to report concerns, such as through anonymous hotlines or forms, a variety of designated safe staff to report to, small group verbal check-ins, etc.
• Supportive culture and environment: Ensure individuals feel safe and supported when reporting concerns, with protections against retaliation.
• Timely resolution: Establish timelines for addressing grievances and communicating outcomes to all parties involved.

HEADWINDS FOR YMCA INSURANCE 

Over the past several years, the insurance industry has faced headwinds never seen before. Recently, a major YMCA insurer wrote that they cut staff and expect to raise rates, lower property and liability limits and non-renew some Ys to return to profitability. 

Please be aware that not every YMCA insurer has experienced these problems to the same degree, and there are still top-tier insurers willing to aggressively quote YMCA accounts. Brown & Brown is one of the country's largest youth organizations' insurance brokers. We have insured summer camps for decades, serving many YMCA customers.  

Don’t wait until the last minute to hear bad news—let us support you in taking proactive steps to help protect your YMCA. Call or email for a confidential, no-cost review of your insurance and alternative quotes.

A BRIEF PRIMER ON SEX ABUSE
THE GROOMING PROCESS

When instances of sexual abuse are uncovered in camps and other youth organizations, it’s easy to wonder how such disturbing behavior went unnoticed. However, most offenders are skilled at blending in and staying under the radar, regardless if they interact with children in virtual or in-person environments.

Offenders follow a grooming process to select and prepare a child for inappropriate contact. When your staff understands how an abuser’s grooming process works, they can be better equipped to spot warning signs and intervene. 

Gaining Access 
In this step, the offender:

• Seeks out opportunities related to children.
• Gains your staff’s trust by appearing helpful, trustworthy and kind.
• Knows what children want and need – often giving them small gifts.
• Skillfully communicates with them online and offline and of course in person.

Selecting a Child
Offenders seek out children who exhibit these traits:

• Unconnected, on the fringe or in need.
• Looking for someone to follow or trust.
• From a single-parent home.
• Interested in alcohol, drugs or pornography.

Introducing Nudity and Sexual Touch 
Once the offender has been able to isolate the child, these activities often occur to test and erode the child’s barriers: 

• Sexual discussion and joking.
• Playful touch and “accidental nudity.”
• Acceptance/encouragement of nudity.
• Images or videos depicting nudity/sexual activity readily available.

Keeping the Victim Silent
Offenders try to prevent their victims from telling others about the abuse through these methods: 

• Emphasizing secrecy.
• Capitalizing on the child’s feelings of shame and embarrassment.
• Issuing threats (direct or subtle).

Sadly, it often takes seven times for a child to tell someone they are being abused before an investigation begins. When a child shares something that indicates potential sexual abuse, report it immediately. Click the link below for an in-depth webinar on peer-to-peer abuse we hosted featuring renowned sex abuse prevention national specialist Greg Love, Esq. of Abuse Prevention Systems.

Abuse Prevention Systems Webinar

The Camp Newsletter | April 2023

Michael Labadorf, CPCU, Executive Vice President

The only constant is change. Take the opportunity to reevaluate your operations. The things you used to do every day may have been overlooked as you dealt with new, high-priority issues.

Self-Assessment: What were your strengths as a camp, and have you lost that focus? Look at all your major areas - kitchen, health center, programs, trips, etc. Take inventory of what you need to do and get back into your groove. Refocus on getting back to basics. Focus on bullying, standard rules, and best practices and remain proactive and preventative.

Camper Behavior: Inappropriate behavior and topics of discussion are rampant. Get your campers and parents on Zoom calls to discuss expectations: what they expect of you and, very importantly, what you expect of them, how to behave, how to treat others, and what behavior is and is not acceptable. Respect others' physical boundaries and review behavior contracts. Review what you will not accept at camp.

Additionally, there can be abuse outside of camp. What do you do when a camper tells you they have been abused at home? Staff must let their campers know they are another outlet to talk to about issues.

Staff Behavior: There is a focus on heightened mental health issues and stress.

Positions: What staff do you need? Does your roster fulfill the needs of your campers and parents? Expectations for staff quality may have been lowered due to pandemic restraints. Can you hire better this year?

Consider using this time to reinforce expectations and safety to prepare for a great camp season.

The Camp Newsletter | April 2023

The Importance of an Effective Safety Committee

Nine Safety Committee Best Practices

One of your main goals is to keep your camp and YMCA community as safe as possible. A properly constructed and utilized safety committee can help meet your safety goals.

Click below for some basic tips:

Safety Committee Best Practices

 Mental Health Challenges for Camps in 2023 | May 2023

Mental Health Challenges for Camps in 2023

Gwenn Kudler Gelfand, L.C.S.W.

As we prepare for a post-pandemic summer, several issues have surfaced for our campers, counselors and staff. COVID-19 has left many with increased anxiety and weakened coping skills to deal with new challenges. While it is difficult to predict what mental health issues may arise at camps in the summer of 2023, there are several ongoing trends and emerging concerns that warrant attention. 

Gun violence has surfaced as a major issue in our society with many conflicting viewpoints. There is gun violence in schools, houses of worship, shopping malls and every day on our city streets. A camper who has experienced gun violence in their community or hears of the many such incidents on the news may have a heightened sense of anxiety and fear around guns. Although it is highly unlikely that gun violence will occur at camp, this may be an increasing worry for campers in light of the pervasive publicity around such issues.

Another issue that may impact campers is climate anxiety. As the effects of climate change become increasingly apparent, many young people are understandably worried about the future of the planet. This can manifest in various ways, from feelings of sadness or despair to a sense of urgency about taking action. For instance, a camper may feel anxious about the impact of climate change on their local environment, such as rising sea levels or more frequent wildfires. This anxiety may also be amplified if they come from a region impacted by extreme weather events or other climate-related disasters. To help address this issue, camps can provide opportunities for campers and counselors to learn about environmental issues and take action in their own communities. This may include programming that teaches campers about sustainable living practices or activities that encourage campers to engage in conservation efforts. Additionally, camps can provide access to mental health professionals who can help campers process their feelings of anxiety and uncertainty.

Our current political climate may also be a source of stress for young people at camps. In a country that is so politically divided, there is increasing hostility and a lack of acceptance of other peoples’ opinions and viewpoints. This may translate into disrespect among campers and a lack of acceptance of the differences in others. A “no tolerance” policy for bullying should be in effect, and respecting the diversity of opinions must be encouraged and clearly communicated. Camps need to recognize the complexity of these issues and the likelihood that they will persist in the near future.  

Finally, racial and social justice issues may impact our youth at camps. In recent years, there has been a growing awareness of issues such as systemic racism, police brutality and other forms of racial and religious discrimination. This can be a particularly challenging topic for young people, as they may be grappling with their own identities and trying to understand their place in the world. For example, a young person attending a camp may come from a background that has experienced systemic bias that might be associated with being part of a marginalized racial, ethnic or religious group. Such a camper may feel isolated or disempowered, making it challenging to enjoy their time at the camp. Additionally, the camper may have friends or family members who have experienced discrimination, which can further exacerbate their feelings of anxiety or anger. Camps need to be equipped to support campers struggling with these issues.

To address these and other mental health issues, camps will need to be proactive in their approach to supporting campers and counselors. This may include providing access to mental health professionals, creating safe spaces for campers to discuss their concerns, and offering programming directly addressing these issues. By providing support and resources, camps can help ensure that campers feel valued and heard and have a positive experience at camp. 

It may also be helpful to involve parents and guardians in the process, providing them with resources and support to help their children navigate these challenging times. Ultimately, camps need to recognize the unique challenges that young people may be facing in the summer of 2023 by providing support and resources to campers and counselors camps that can help them have a rewarding and positive experience, contributing to their overall well-being and providing a much-needed counterbalance and refuge from the turmoil that surrounds them. 

ABOUT THE AUTHOR

If your camp intended to use Camp Trucking services and now needs to return your campers' belongings, please be advised of the following:

Gwenn Kudler Gelfand, LCSW, is a licensed certified social worker. Camp Team Mental Health Director

Gwenn has worked on the staff of Brown & Brown for over a decade. As the Camp Mental Health Director, she works as a consultant to various directors, staff and campers. In this capacity, she provides support, guidance and crisis intervention. She has authored dozens of articles, lectured and trained staff at various camps throughout the country, and provided critical support during crisis situations. She is a long-time camper, counselor and group leader at residential and day camps.

 August 2023 | Camp Trucking Advisement

If you are transporting trunks in your own/rented vehicle, you are likely responsible for any loss during transit. If you have coverage for the property of campers in your care, then that coverage and that limit apply for this transit (for Church Mutual insured camps). Many camps only carry $25,000 or $50,000 of this coverage. If you place more than that value on one vehicle, we can increase this limit if needed. If you do not have coverage for campers' property and wish to purchase it now, please let us know.

If you are hiring an outside company to return campers' belongings, please obtain a certificate of insurance outlining the outside company's transit or motor truck cargo insurance showing an adequate coverage limit and naming your camp as a loss payee "as your interests may appear." The certificate should also include the company's general liability and automobile coverage, naming your camp as an additional insured. Evidence of workers’ compensation should also be indicated on the certificate.

We know camp coming to a close is a busy and stressful time, so please call our office with any questions. We are here to assist.

Sincerely,

Brown & Brown Camp Team

The Camp Newsletter | August 2023

Do Camps Need to Rethink Supervision?

Michael Labadorf, CPCU, Executive Vice President

The older campers get, the less they need (or want) to be supervised at all times. However, the incidents our camps have seen over the past two years shine a glaring light on this belief.

Many camps allow older campers to be left alone at times during the day and in the early evening before lights out. You may have relied on ODs to supervise older camper bunks or have staff directly outside a bunk sitting on a porch or the steps. That may not be sufficient. We have had reports of several incidents involving campers engaging in inappropriate or explicit behavior while unsupervised. 

Praesidium, our Camp Team specialists on sexual abuse prevention, reports that peer-to-peer abuse often happens during downtime, transitional periods between activities, after dark or in unsupervised areas, such as restrooms.

Each of the incidents we have recently seen occurred in the bunks of young teens at night with no staff present. The directors believed the campers’ ages and OD patrols would be enough to prevent these situations. They were not. Many peer-to-peer incidents have occurred even when supervisors are in close proximity of the children, not only in camps but in youth organizations of all types.

Most of the parents contacted were understandably livid. Negligent supervision is almost always one of the major allegations in any lawsuit against camps. If sued, the argument will be ‘res ipsa loquitur’ – the thing speaks for itself. Had there been supervision, these events most likely would not have happened.

The pandemic socialization issues in this age group are certainly a factor in this behavior, but so are the internet, social media and some cultural issues in general. We need to understand if these behaviors are going to abate as these kids age out of camp, or is this the new normal, and plan for these different scenarios.

The Camp Newsletter | December 2023

WHY IS FREEZE DAMAGE NOW A MUCH MORE DESTRUCTIVE PERIL THAN EVER BEFORE?

• As temperatures continue to rise, why are there more frequent and destructive freeze claims?
• What are the typical freeze claims and the associated problems they bring?
• What surprising new geographic locations are being hit harder (and hardest) by these claims?
• How do you reduce your risk of a freeze claim?
• Freeze claims represent one of the biggest challenges to insurers today, and they are reacting accordingly, looking much closer at their insureds and how they manage this exposure.

Click here to read a recent article by FM Global, one of the world’s premier Property Insurers, and take steps to reduce your risk of loss.

January 2022

THE AWFUL TRUTH ABOUT FAULTY CERTIFICATES OF INSURANCE
Let’s be honest – most people do not carefully read insurance certificates from vendors, contractors or user groups. Since many large camp claims arise from outside parties, it is very important to thoroughly read certificates. If possible, transfer the risk of loss to the outside party. An ideal contract has a broad hold harmless indemnity clause in the camps’ favor and a strong insurance clause that mandates the outside group carry adequate coverage.

Certificates of insurance are issued to show the coverage of the other party. They are not at all the same. Please follow the below sample insurance certificate to learn more.

1. Be certain the coverage period encompasses the needed time period, and if it surpasses the expiration date, be sure to get a renewal certificate.
2. The insurance limit should be at least $1 million, except Umbrella Liability. The amount to ask for depends on the vendor.
3. The ADDL INSD column is where you are included as an additional insured. The other place is discussed next.
   • NOTE: This area is critical. If it reads that you are an additional insured if required by a written contract, and you don’t have an agreement with the vendor that specifies they name you as an additional insured under their $1 million general liability, auto and umbrella policies, then the certificate may not protect you. Their insurer will not defend you. Be aware that most insurance policies and certificates of insurance have this requirement.
4. Your entity's exact name and address must be listed here. Many people incorrectly assume that if your camp is shown in this box, the certificate is completed. However, unless you are specifically and correctly included as an additional insured, having only your name in this box means the insurer for the vendor will notify you if the policy is canceled, which is inadequate.
5. If the user group has minors, you should see evidence of their sexual abuse coverage.

We are here to help. If you have any questions about this critical topic, please let us know. 

If you are interested in camp insurance quotes, please contact Michael Labadorf.

April 2022

Friend or Foe? Preventing Peer‐to‐Peer Abuse at Camp 
Most of us have grown up conditioned on the “stranger danger” philosophy – a slogan taught to children for decades to emphasize the potential threat posed by strangers. However, this blanket statement doesn’t encompass all possible scenarios, especially in the camp setting. 

According to the Centers for Disease Control and Prevention and the National Crime Victimization Survey, 85% of child sexual abuse is perpetrated by someone the child knows or trusts. Summer camps often create safe, welcoming spaces with trustworthy reputations. The unfortunate truth, however, is that abuse can take place in any environment, so camp professionals must remain hyper‐focused on continuously strengthening their prevention efforts.

Often underemphasized in the past, incidents of peer-to-peer abuse have been on the rise, especially throughout the past few years navigating the challenges of the pandemic. The American Camp Association Crisis Hotline reported that 21% of their calls from 2021 were related to allegations of abuse – 60% of which were peer-to‐peer incidents. We have emerged from the pandemic, especially our youth, craving affection and appropriate touch.

The camping industry must update how it trains staff to identify and prevent abuse, practice positive social interaction and respect boundary setting. There are a few concrete steps that place greater focus on the increased prevalence of peer‐to‐peer abuse and strengthen your prevention practices.

1. Clearly define expectations: It’s easy for an overused term like “red-flag behavior” to lose its meaning and resonance. To identify suspicious behavior or possible abuse at camp and emphasize the messaging with your staff, describe red‐flag behavior as any violation of boundaries, camp policies and rules. To ensure absolute clarity, you must first clearly define expectations around appropriate touch and affection, personal boundaries and established camp rules. Not every broken rule at camp should cause concern for signs of abuse. But when you have someone in your camp who intends to hurt a child, whether it’s another camper or an adult, common behavior often includes breaking boundaries, pushing policies or refusing to follow your camp’s rules. Establishing and defining clear expectations around the rules and culture of your camp will significantly help your staff identify patterns of behavior and address the situation earlier. It’s important to help your staff understand that it’s unlikely they would ever catch someone in the act of abusing another person. Instead, they can see them in a pattern of breaking the rules.
2. Consistently apply accountability: Another step in strengthening your peer-to-peer abuse prevention practices is applying consistent thresholds for when to hold someone accountable for breaking camp rules. Just like toddlers, adults and peers with ill intent will continue to push boundaries to see how far they can go. Eventually, some will push to the point of starting to violate the boundaries of personal space with inappropriate touch. This same concept can be applied to bullies at camp. You may have a policy that states bullying will not be tolerated. But how do you hold bullies accountable, and how much leeway will you give? You won’t always catch campers in the act of bullying, but you will first start to see them push the boundaries and rules. To best prevent abuse, it is imperative to ensure a camp culture where everyone, campers and staff, are held accountable and inappropriate behavior is compassionately called out.
3. Ensure engaged camper supervision: Often, peer‐to‐peer abuse among campers is opportunistic, occurring when campers have a sense of privacy, like during changing times, unstructured rest periods or when normal conflict between campers escalates to more damaging behaviors. Greater societal demand for children to “get back to normal activities” combined with the likelihood of having fewer staff to rely on due to a tightening labor market have created a perfect storm for increasing the opportunity for abuse. Providing active or engaged camper supervision is the third and perhaps most important step in helping to prevent peer‐to‐peer abuse. Do campers feel comfortable reaching out for help if they are experiencing abuse or if they witness abuse by others? How well are staff and counselors communicating with each other about warning signs they may see? Knowing what we know about peer‐to‐peer abuse, we must train our staff to focus on effectively managing times and locations and when and where the risk is highest. Engaged supervision is a critical camp component. At its heart, engaged supervision is about shifting the paradigm from watching campers to actively engaging and communicating so they stay engaged with you. This keeps the staff's attention on campers, and it helps prevent campers from seeking other experiences or activities where inappropriate, red-flag behavior or boundary-pushing may occur.
   

Gone are the days of assuming that only strangers are dangerous and only adults can be predators; youth must now be equipped to identify patterns of behavior, rule-breaking and boundary-pushing to help determine if someone, adult or peer, is a friend or foe. Multiple steps can be taken to provide staff with tools to help prevent incidents of peer‐to‐peer abuse in your camp programs. Reflect on your camp’s approach to clearly defining red flag behavior, apply consistent accountability for when rules or boundaries are crossed and empower campers to speak up or intervene through regular check‐ins with their counselors. Those actions and hiring staff committed to providing engaged supervision are the keys to success and will improve your overall efforts regarding camper safety and abuse prevention. 

The risk of sexual abuse is real. Visit churchmutual.com/abuse to learn more about this highly sensitive topic and what your organization can do to proactively reduce risk. 

For information about insurance for your camp or YMCA, contact Michael Labadorf.

May 2022

Self-Inspection Safety Checklist for Camps and Conference Centers
32 page PDF document – whole thing will need to be reviewed, it’s also not Brown & Brown

June 2022

Severe Weather Preparedness Assessment – see layout here
Whether it’s severe winter storms, lightning, wind, tornadoes or floods, your organization's safety depends on the steps you take before harsh weather strikes. Preparing for severe weather events can help minimize injury and loss to both people and physical property. 

As part of your overall Business Continuity Management (BCM) program, this assessment can help you discover how prepared your organization is for severe weather. 

Are you and your facility prepared for severe weather?  

• Plan preparedness
• Leadership and staff preparedness
• Facility preparedness
• Communication
• Building evacuation plan
• Community evacuation plan
• Shelter-in-place plan
• Plan practice, evaluation and updates 

Rate each of these points of preparedness using the following scale:

• Done/done consistently
• Needs improvement or not consistently done
• Item is not done or never done

Communication

• Our Severe Weather Preparedness Plan includes a communication plan.
• A list of critical information that must be communicated to first responders is included in the communication plan.
• We have a method for communicating to our members and guests the closure of our building due to weather events. Within the communication plan, we have identified a spokesperson (and a backup) to be the primary contact for first responder personnel and to address the media and public.
• Our emergency phone number list is current and posted throughout the facility.
• We have a means to communicate with first responders through all types of severe weather events.
• Our organization has tools such as a public address system, radios and cell phones to communicate with staff, volunteers and visitors.
• Our organization has a method to account for all personnel and visitors.
• Essential information can be communicated to people who do not speak English.
• Our organization spokesperson has received training in addressing the media.

Building Evacuation Plan

• An evacuation plan for each building has been developed that includes all areas and floors.
• Our organization has defined communication structures to convey evacuations (e.g., phone chain).
• Our building evacuation plan includes primary and secondary assembly areas where everyone will gather if a weather event requires evacuation during business hours.
• Our building evacuation plan includes procedures for helping persons with disabilities, such as elevators, evacuation chairs, buddy systems, refuge areas, signs, alarms and communication.
• We have established a clear chain of command and designate those with the authority to order and direct an evacuation.
• Our organization leadership, staff and volunteers have designated roles and responsibilities during a building evacuation. Information such as checklists and evacuation maps have been provided to all personnel.
• Building evacuation maps and routes are posted in strategic locations.
• Evacuation routes and emergency exits are clearly marked, well-lit and unobstructed.

Community-Wide Evacuation Plan

• We have a plan for our organization in the event a community-wide evacuation is ordered.
• Our organization has a means to immediately notify all present within the facility of the need to evacuate. Our community-wide evacuation plan addresses what to do if emergencies require evacuation during business hours. Our community-wide evacuation plan includes procedures for helping persons with disabilities to a means of transport.
• Designated personnel have the authority to activate the community-wide evacuation plan.
• Organization leadership, staff and volunteers have designated roles and responsibilities during a community-wide evacuation.
• Information such as checklists and community evacuation routes have been provided to all personnel.
• Our plan for community-wide evacuation addresses employees’ transportation needs.

Shelter-in-Place Plan

• Our facility has a plan for sheltering in place.
• Our organization has a means to immediately notify all present within the facility of the need to shelter in place.
• Shelter areas are adequate to accommodate everyone should the facility be at capacity.
• A plan exists for moving children, persons with disabilities and others needing assistance to a shelter area.
• Designated personnel have the authority to activate the shelter-in-place plan.
• Organization leadership, staff and volunteers have designated roles and responsibilities when sheltering in place.
• Information such as checklists and shelter area locations have been provided to all personnel.
• “Safe rooms” or shelter area locations are identified with signs throughout the facility.
• “Safe rooms” or shelter areas are highlighted on the posted building evacuation maps.
• Our organization can sustain independently for at least 72 hours without outside assistance.
• Our shelter-in-place plan includes provisions for facility safety and security, food, water, medications, contact with first responders, public health, transportation, staff, lighting, temperature control, waste disposal and medical supplies.

Plan Practice, Evaluation and Updates

• The Severe Weather Preparedness Plan training is provided during staff and volunteer orientation.
• The Severe Weather Preparedness Plan is regularly practiced through training, drills, exercises and/or tests. Training, drills, exercises and/or tests are evaluated to determine opportunities to improve.
• The Severe Weather Preparedness Plan is evaluated annually and after each training class, exercise or drill.
• The Severe Weather Preparedness Plan is evaluated and updated when personnel or facility changes are made.
• Following each Severe Weather Preparedness Plan evaluation, noted deficiencies are immediately addressed.
• The Severe Weather Preparedness Plan is updated with current transfer and transportation agreements that may be in place with vendors or other organizations.

Your Results
67 OR GREATER 
Your organization is well prepared. Continue to fine-tune your severe weather preparedness program.

66 TO 55
Your organization has some severe weather preparedness elements in place, but there is room for improvement. Prioritize and complete items in the other columns. 

54 OR LESS 
Your organization’s severe weather preparedness program needs improvement. Action is required to meet basic requirements.

Don’t wait for a major incident to prepare your facility for the worst. 
Risk Control Central can help identify your areas of greatest need and provide helpful resources.

August 2022

Sexual Inappropriateness at Camp
Children have returned to school and social activities, and post-pandemic life has resumed some normalcy. Yet our children have lost out on several years of being kids and enjoying life's simple pleasures, especially being with family and friends. A summer at camp is often recommended for children and has been the subject of many recent articles. 

The COVID-19 Fallout 
Camps this summer, however, are seeing the post-pandemic fallout of COVID-19, which has raised significant concern. Campers have had an incredible amount of unsupervised time over the past few years. Many parents have been working at home with their kids also being home while activities were canceled. Consequently, the kids spent more time on electronic devices and social media. 

Adolescent Information Overload

Many argue that the COVID-19 pandemic is essentially over. It isn’t, and its effects certainly are not over. One can argue that social media was important in keeping kids socially connected during the pandemic, but one can also argue that it has given children too much information at too young an age. A consequence of unsupervised at-home time is spending time on the Internet and being exposed to mature content without the proper guidance or ability to process their new feelings and sexual awareness.

In recent weeks, we have received calls from almost a dozen camps with concerns about sexual misconduct by campers. Many campers have exhibited inappropriate sexual behavior, and an increase in sexual discussions has been observed. There have been reports to us of incidents regarding inappropriate sexual touching including campers fingering other campers’ buttocks; campers touching campers’ and counselors’ private parts over clothing; and, campers being disrespectful and inappropriate towards counselors in pranks of a sexual nature. This may occur more among counselors of different races and ethnicities than the campers. These incidents occurred in bunk meetings, where campers wrote home or counselors reported them to directors.  

Is there a racial component to this sexual conduct? Are our campers being exposed by the media to things that are not racially or ethnically appropriate? These questions cause great tension and concern, especially in the camping community. The camps in question are in different states and represent campers from different socioeconomic brackets. Their clientele is very different. 

What camps have in common are sexually aware campers acting out inappropriately in the wake of their pandemic isolation. These campers have finally been allowed to return to previous experiences like camp. However, they now attend in a very different emotional state. 

We can argue that much of this behavior is misplaced sexual tension and exposure. But how much is it based on how social media romanticizes and normalizes such behavior? How much responsibility have we given to social media? And how much of this behavior is a result of an increase in mental illness in general? Regardless of the cause, we now have a problem and need to focus on how to address the situation. 

Additional Training Needed for Camps
Camps have previously discussed sexually inappropriate behavior in counselor training. Parents and schools started conversations with kids regarding “good touch” and “bad touch” at early ages. Most camps have a code of conduct involving keeping your hands to yourself and no tolerance for touching others’ private parts. 

 We need to become more aware and alert to this change of behavior and disrespect for authority and society’s sexual norms. In several camps, counselors are asking for cultural sensitivity training for campers and suggesting that counselor manuals be changed to address these issues. Addressing these issues on a wider scale may be important in planning for future summers. 

About the author: Gwenn is a licensed, certified social worker with more than 30 years of experience working with children and adolescents, specializing in kids in crisis. She received a Bachelor of Social Work from Cornell University and a Master of Social Work from Columbia University. Gwenn has been an integral part of the Brown & Brown Camp Crisis Response Team and has received rave reviews from the many camps she has helped in their time of need.

April 2021 - (webinar recap email)

Sexual Abuse Risk at Camp
An Effective Safety System

“I can’t thank you enough for including us in the presentation on preventing sexual abuse by Abuse Prevention Systems. Greg Love is very knowledgeable and made our team eager to reevaluate our policies, training, and screening methods. This should be mandatory for all camps!” - Michael Baer, Owner/Director Camp Chipinaw & Silver Lake, NY

“This powerful webinar was very comprehensive and digestible. The presenter was concise, and the information was loud and clear. Every camp director should view this presentation!” -Cliff Lissner, Owner/Director Chippewa Ranch Camp, WI

“The webinar was incredibly valuable to me and my team. We learned so much about a vital subject in today’s world. I feel like we are all better prepared to protect our campers.” -Richard Woodstein “Woody,” Owner/Director Camp Robin Hood, NH

“What an excellent, clear webinar. Greg gave me a lot of concrete ideas for action and clear guidance on assessing our safety systems. I’m really glad I attended. Thank you for setting it up.” -Helen O’Reilly, General Counsel, The Fresh Air Fund, NY

Church Mutual policyholders are eligible to receive a 50% discount on an annual membership from Abuse Prevention Systems (APS), which includes:

• Access to the APS Control Panel – allows users to send and manage trainings.
• Library of sample policies and screening forms
• Additionally, policyholders receive 20% off all APS online trainings.

To learn more, contact Michael Labadorf at 516-247-5850 or by email at [email protected].

August 2021

CONCUSSIONS: AVOID, RECOGNIZE AND RESPOND

One of the reasons why a concussion is such a serious injury at camps is that it is often hard to identify. If a camper breaks their arm, you can recognize it immediately and take the proper medical steps. But a concussion, a type of traumatic brain injury (TBI), can be hidden, and symptoms may occur many hours after the initial trauma. Church Mutual encourages camp leaders to teach staff how to avoid, recognize and respond to concussions.

AVOID
Basic safety precautions can make a big difference in preventing debilitating head injuries. Take these steps to make your camp safer:

• Use non-skid mats in areas that might become wet and cause slips.
• Maintain adequate lighting in your facility, both outdoors and indoors.
• If campers will be biking, they all should wear helmets that fit properly and are undamaged.
• Assign staff members to supervise all activities to watch for signs of concussion.
• Inspect playgrounds and other play areas to ensure they have adequate surface fill and are in good condition.
• If you are in a situation with a low-hanging obstacle, warn campers so they can avoid bumping their heads.

RECOGNIZE
Every staff member should know the primary symptoms of a concussion so they can take immediate action if a camper suffers from a TBI. Concussion symptoms include:

• Difficulty thinking clearly or concentrating
• Headache, nausea, dizziness or sensitivity to light
• Sleepiness and excessive fatigue
• Lack of coordination
• Ringing in the ears
  

According to the Centers for Disease Control and Prevention (CDC), call 911 if a camper or staff member exhibits the following symptoms:

• A worsening headache or persistent vomiting
• Extreme drowsiness or inability to wake up
• Losing consciousness

RESPOND
When a camper or staff member has suffered a concussion, act immediately to prevent further injury.

1. Remove the camper from activities and contact their parent or guardian as soon as possible.
2. Implement immediate rest. Ideally, the concussion patient will lie down in a quiet, dark room without any other stimuli.
3. Watch the person closely. What may seem like a minor concussion could turn into a major injury as time progresses.

Most people recover from concussions with no additional treatment. However, if a concussion lasts longer than 15 minutes and includes concussion symptoms, it’s time to seek a doctor’s attention.

October 2021
SPECIAL DISCOUNTS FOR ONLINE STAFF TRAINING FOR BROWN & BROWN CUSTOMERS

We passionately support our customers’ efforts to create healthy, safe and successful summer camp programs. We’ve partnered with Expert Online Training (EOT), the camping industry’s leading staff training and performance program, as part of that commitment.

Professional staff training helps reduce accidents and injuries. With that in mind, our team has secured a 25% discount with EOT for all Brown & Brown customers. The tool enables you to remotely initiate staff training with over 120 professional videos and interactive quizzes created by some of the most respected educators in the camping world.

General topics include leadership, mental health and behavior, physical and emotional safety and supervision. In addition, you can create your videos and quizzes. Your staff can access everything on their schedule, and you can track their participation and comprehension.

Camp administrators and staff receive online and toll-free customer service support from a helpful team of tech and camp professionals. In addition, a course completion certificate issued by EOT may be a helpful tool in defending litigation in the future.

Staff quality is a primary factor separating good camps from great camps, and we all know the myriad staff issues camps can face. Give your team the opportunity to be great!

For a free no-obligation test demo of the EOT system, please call Michael Labadorf of Brown & Brown at 800-221-2834 or 516-247-5850, [email protected].

March 2020

WHY TRANSFER OF RISK THROUGH CONTRACTS AND CERTIFICATES OF INSURANCE ARE SO IMPORTANT FOR YOUR CAMP

Over the years, we have determined that camps are excellent at protecting their kids and running their programs, which is a great way to reduce lawsuits from parents. However, there are myriad third parties whose actions or inactions can cause legal trouble. Any outside vendor or contractor, such as building contractors, transportation companies, food service providers, arborists, rafting outfitters, propane companies, ropes course installers, trainers and any other third parties you use to help operate your camp, can be a source of legal liability.

Our view has always been that if you hire an outside professional, that professional should come with all the tools they need to complete the job. One of these tools is a signed contract spelling out their duties and responsibilities and determining whether there is adequate insurance coverage.

To start, develop a proper contract signed by both parties. In addition to the usual terms, when paying others for a job or service, there should be a strong indemnity/hold harmless agreement in your favor to the fullest extent allowed by law. This is step one in contractually transferring the risk of loss from you to them. With a well-drafted hold harmless clause, the other party agrees to defend you if a suit arises out of their negligence. However, few people have the financial resources or the desire to assume that liability independently.

This is where the critical next step comes in. The contract must also have a detailed insurance clause that makes their insurance step in and stand behind that financial commitment to protect the contractor/vendor and your camp. Why would you want to put a large claim against your insurance when that loss should rightfully be defended and paid for by the responsible third party who caused the claim?

This process is a routine procedure in American businesses as court awards continue to skyrocket. Most insurance companies are worried that their insureds will not follow these simple and cost-free steps, and now they want to determine if their customers using outside third parties are getting signed contracts and evidence of proper insurance. If they are not, they may not be considered well-managed insureds, potentially posing an unnecessary risk to themselves and their insurers.

A well-written insurance clause in your contracts should require, at minimum:

• Commercial General Liability Insurance
  • Minimum limits of $1 million for each claim, $2 million aggregate (per project or job)
  • Including Products & Completed Operations and Personal Injury
  • No exclusions for height, action over or labor law claims
• Automobile Insurance
  • Including Hired and Non-Owned Auto of at least $1 million per accident
• Workers’ Compensation
  • Coverage with statutory limits in the state where the work is being performed
• General Liability and Auto coverage
  • Must name your camps’ operating entity and land ownership entity (if you have one) as additional insureds on a primary non-contributory basis and waive subrogation.
• Today, many insurers will include you as an additional insured only if your contract with their insured requires them specifically to add you as an additional insured. Read those certificates and policies carefully! If it says you are an additional insured “as required by a written contract” and you do not have that clause in a written contract, you are not an additional insured, and their insurer will not protect you.
• All required insurance must be evidenced by a certificate of insurance (and complete copies of policies if requested) that is produced at least one week prior to the work and remains in full force and effect throughout the term of the work or job.
• All insurers must be acceptable to the camp.

This is a basic overview of the actual insurance language that should be included in your contracts. The limits of insurance are also a minimum suggestion. The limits should be higher for higher-risk work or activities.

We often hear that finding contractors with adequate insurance is difficult in our remote location. All you can do is protect yourself and avoid taking the lowest bid. There is a good reason contractors with good insurance are usually more expensive. Ultimately, suppose the contractor or vendor does not carry adequate coverage that names you as additional insured. In that case, the claim will fall on your shoulders, and your insurance rates will ultimately reflect what your insurers are forced to pay.

If you would like more detailed information on what should be included in a well-written insurance clause or to discuss this further, please contact us. We will be glad to help.

April 2019

Where Are the Heroes?
Young people have often looked to mentors as the inspiration for their values. At key points in our children’s lives, the heroes and role models of their early childhood (parents, family, friends and teachers) begin to broaden from those most immediate to them. Who are these emerging heroes and role models? They might be sports coaches, after-school music teachers and youth club directors. They might even be camp counselors and staff. Counselors at day camps, resident camps and specialty camps have an exciting and challenging opportunity to be positive role models, mentors and heroes for kids today. The effects of a camper-counselor relationship are often minimized or underscored, and the significant impact that can be made in a few weeks usually goes unrecognized.

What can camps do to encourage camp counselors and staff to become leading forces in campers’ lives, playing the parts of heroes and positive role models who have a lifelong effect on their campers?

Hire for Positive Role Models
Camp hiring processes can explicitly include interview questions designed to help identify applicants' awareness of the importance of being a hero and positive role model. Ask applicants questions like:

• How do you show passion and try to inspire others?
• How have you attempted to overcome obstacles in your life?
• How do you demonstrate your values through your actions?
• How do you demonstrate selflessness and acceptance of others?
• How do you show your commitment to your community?
  

These questions can help identify applicants who potential positive role models and the heroes to younger campers are.

Train Counselors and Staff to Be Heroes and Positive Role Models
Staff training should encourage counselors to recognize that their behaviors are modeled in the eyes of their campers. Research shows it is important to help campers understand the dangers of a “winning at all costs” attitude versus the positive value of enhancing their internal strengths by trying hard regardless of results. One of the big concerns, especially for young teens, is that they sometimes begin to follow negative role models. And counselors and staff need to be taught not to become negative role models themselves. They need to be aware of how their negative behavior is also a model for campers. This is tricky. Counselors and staff may not always realize that they are constantly being observed and mimicked by highly impressionable young campers. Doing role plays or acting out everyday camp scenes showing how even well-intentioned counselors or staff can project negative values and behaviors can be an essential part of their training.

Show Counselors and Staff How They Benefit from Being Heroes and Positive Role Models
Being a hero or positive role model doesn’t just help the young people who emulate them. These values and skills turn the camp counselors and staff of today into the leaders, heroes and role models of adulthood. They may not realize that when they model good behavior to young people, they are helping themselves by building good habits that will carry on into their family and work lives.

Enhance Camp Programming to Emphasize Heroes and Positive Role Modeling
Consider camp programming that explicitly emphasizes heroes, positive role models and the values they represent. For instance, programs that engage campers in giving back something to the community the camp is in are opportunities for both staff and campers to model good behavior.
Camps can be one of the most effective places to show young people what heroism means in the everyday lives of their role models and how they can become the heroes and role models of the next generation.

October 2019

A Sweet Story from a Parent of a Diabetic Camper
My 14-year-old daughter, Nikki, was 6 years old when she was diagnosed with Type 1 Diabetes. Before the diagnosis, she was a perfectly active, healthy, happy, and typical kid. The days, weeks and months afterward were flooded with questions about what her life would be like now. The only answer we were willing to settle for was “absolutely no different!”

After days of education from our endocrinologist, we found our footing again. We tackled this head-on and haven’t stopped since. To this day, we manage to keep her life and our lives as normal as the days before her diagnosis. Someone once told us, “It takes a year of living through this to see the light.” It sounds dramatic- but to this day, it’s one of the most accurate statements I’ve heard. Exactly within that year, this massive learning curve of correctly and efficiently ‘chasing numbers’ really did become second nature. As a family and a team, we made the vow to never treat her like she had diabetes. We felt the disease needed to work around her life, not the other way around.

She was diagnosed in June, days before her summer at day camp. We called the camp in tears, and they said, “We got this.” I spoke with the owner and nurse about a game plan, and she was off to the races. It was that simple. It is all about a clear and realistic game plan. Once everyone felt organized, knowledgeable and equipped, the rest was easy. She never skipped a beat, and I made sure the camp was as comfortable with our healthcare plan as we were with them taking care of her.

I will never forget the day I brought Nikki’s supplies and juice to camp. It was a week before camp started, and when we entered the health center, another little girl kneeled down, getting her ‘bolus’ injection (a shot of insulin to cover for food). They looked at each other, laughed, and became instant best friends. They even went away two summers later to sleepaway camp together. Now, they are both JDRF ambassadors.

Over the next few months, we realized day camp, school, field trips and sleepovers all became pretty easy and extremely manageable because we were always right there. The real challenge was now thinking about sleepaway camp! My husband thought, “How could she ever go?”

I responded with, “How could she NOT go?” I said we would pick a camp that we trust and that trusts us back. We did just that. When she was diagnosed, I thought sleepaway camp was un-doable. Wow, was I wrong!

We toured and immediately fell in love with their reassurance and support. We spoke with the camp owners and doctors, who reassured us this would work. Not only did she go, but she flourished and excelled physically, socially and emotionally.

• She became an independent and amazingly controlled type 1 diabetic - because of camp.
• She became confident in her ability to manage her numbers and herself - because of camp.
• She became aware of her highs and lows and how to best care for her needs - because of camp.

For the past eight years, she has been in the best health after camp—ironic because we aren’t the ones taking care of her! Her diabetic success is shown by her A1C (three-month average of blood sugars) following the summer months! We end up thanking the camp team more than her medical team.

When she first went off to sleepaway, just like with day camp, we sat with her ‘team.’ The team consisted of head nurses, her head counselor, her ‘go-to’ counselor, her division head, and, of course, Nikki, even at the young age of 9.

We came up with a clear and precise schedule of when to test and what to do with each range of numbers. We discussed the meals, the carbohydrates, what to do when she’s hyperglycemic, what to do when she’s hypoglycemic, where to store her juice/gummies/snacks, who will be contacting me with her blood sugars at night (which the camp was kind enough to offer). We discussed how she should test before swim time and activities involving water. By the end of the conversation, everyone was on board and eager to meet her and become part of our village. The camp not only embraced her, they adopted her for seven weeks. They made her feel empowered, safe controlled and no different than any other camper.

In essence, day and sleepaway camp returned us to her ‘normal’ pre-diabetic life. Her knowledge and awareness of the highs and lows of this disease (pun intended) came from her camp experience, not the endocrinologist, not school, not even us as her parents. Her gift and freedom to attend camp were life changing. The camp empowered her by empowering themselves with the knowledge to safely move forward. The staff was competent, open-minded, and quick learners of a few simple steps. Most importantly, they all stayed focused yet calm.

Diabetes will not define her. To this day, the camp tells me that the most helpful thing I ever did for them was create a bright and organized binder that was their guide for the summer for both day camp and sleepaway camp.

The binder included the following:

• Updated healthcare plan supplied by the doctor
• The daily/time schedule for her testing (breakfast, lunch, dinner, before bed/swim) and if she felt low
• How to proceed when she is in range, above range or below range
• Emergency phone numbers
• Checklists of supplies to be packed for day trips and overnight trips
• Step-by-step instructions for inserting the insulin pump when she wore a pump for a few summers
• Step-by-step instructions on how to inject the insulin pen
• Step-by-step instructions on how to use Glucagon in case of emergencies (no different than an epi-pen)
• The best snacks to give when high or low
• Medical doctors’ phone numbers and emails if questions arose
• Pages of Q&As of anything one could possibly ask during the summer

I made three of these binders. One was kept in her bunk for counselors to review, one at the infirmary for reference and one where her juice/supplies were stored. After her first two summers, no one needed to refer to the book anymore, which I found victorious.

The three ingredients for success are mutual trust, communication and creating a daily plan that works for everyone. Everything else falls beautifully into place when everyone, including the child and their parents, is compliant, responsible and reasonable. Knowledge is power, and our daughter’s camp experience gave her exactly that.

May 2018

Pre-Camp Insurance Checklist
Before camp opens, there are many tasks to accomplish before the season starts. We don’t want to add to your to-do list, but consider reviewing these insurance items:

• Reinstate auto coverage as needed for those vehicles where coverage was suspended during the off-season.
• Go to https://sobelins.com/portal/ and upload your summer drivers for an MVR check.
• If you have built any new buildings or structures or done major renovations, be sure to call Brown & Brown.
• Consider the value of the camper’s property and how many campers and staff could lose their property in a fire that destroys one or more bunks.
• Have you purchased any new equipment, such as water trampolines, bungee tramps, icebergs, tumble tracks, etc.? Please let us know.
• Have you started, or are you planning any new programs?
• Be certain to get certificates of insurance from all outside vendors, adding your entities as additional insured on a primary, non-contributory basis before you use them.
• Be sure your business interruption limits are adequate to cover your profit, owner’s salaries and expenses that will continue even if you are shut down (property tax, mortgage, car payments, etc.).
• If you keep cash on hand during certain times of the summer, let us know what amount and limits you need. Consider how much money of campers and staff you anticipate you will hold in your safe. If that is all you need, you can buy cash coverage for only a few days.
• Review the values of your scheduled items (boats, tractors, etc.). They should reflect current replacement cost prices.
• If any of your trips involve taking a large boat (greater than 51’), ask for certificates of insurance from the boat charter company and let us know about the trip.
• Have you arranged for proper training of your ropes course and climbing wall staff? It is not good practice to allow the staff trained last year to train new staff. Only certified trainers should be allowed to do so.
• Most camps have professional companies that service their Ansul fire suppression systems over cooking areas. Have you cleaned the grease from your kitchen exhaust fans in the ceiling? You may be surprised how much grease can accumulate over the years.
• Do you have employment practices liability?
• Video all major buildings. Take digital photos of your invaluable plaques and old pictures. This will be invaluable in the event of a loss.
• Are you using drones? Camp policies must be amended for coverage to apply.
• Set up a failsafe incident reporting system with your health center and other key staff.

June 2016

Best Practices for Handling Food Allergies
Most camps have seen more campers and staff who have food allergies. We have included some best practices for handling food allergies.

What to do when orders have arrived:

1. Check each item every time you open a case. Warnings on the outside of case boxes are not always accurate and can be used for multiple products.
2. When multiple cases are ordered, we suggest that you check an item from each case to ensure consistency throughout.
3. Do not assume a product is okay because you have used it before, even in an earlier part of the season. Labels can and will change without notice.
4. Online nutritional information will assist you in determining a product’s ingredients, but you still must check the individual packaging when the product arrives to confirm that this information is accurate. Websites are not updated consistently, causing discrepancies in the labeling.

Systems to assist in serving your allergy population:

1. Allergy Kitchen: Create a separate “Kitchen” or cooking area for allergy meals. This would require separate equipment, including refrigerators, ovens, sinks, etc. Assign a specific staff person to oversee this area to limit any cross-contamination.
2. Allergy Smallwares: Use color-coded pots, pans, knives, cutting boards, etc., clearly marked for use with specific foods.
3. Disposables: Use disposable plates, utensils, etc., to limit the risk of cross-contamination. Some camps color code plates to assist campers/staff in knowing which meals they can eat based on specific allergies.
4. Allergy Binder: Create allergy profiles for each camper/staff member. Profiles should include all necessary allergy information as well as a recent picture. Pictures allow the staff member handing out the meal to confirm that they are providing the correct meal to the correct person.
5. Allergy Liaison: Use a specific staff member who assists all campers/staff with meals. It is important to have a consistent person who is there daily. In addition to helping answer questions, the allergy liaison will be the intermediary between the kitchen staff and the person(s) with allergy concerns.

Equipment Concerns and Issues
Many camps have created “allergy” kitchens or areas in their kitchens to accommodate allergy preparation and cooking, in addition to limiting access to what food camper/ staff eat at camp. While food selection is one aspect of catering to allergies, overall awareness of cross-contamination is also essential. Using equipment such as ovens, fryers, tilt skillets, etc., for multiple types of food increases the potential risk of cross-contamination. For example, if you are making mozzarella sticks in your fryer, you cannot use that fryer for your dairy or gluten-free campers/staff.

This would also be true for shared refrigerators, freezers, microwaves, etc. It is important to review the needs of your food allergy community before they arrive at camp. It is also a good practice to have the campers and their families review their needs and, when possible, tour the kitchen area to ensure they are comfortable with the systems you have in place.

October 2015

What if something is wrong and no one tells you about it?
This summer, a middle-aged counselor, head of a camp’s swim program, began complaining of chest pains to his swim staff. This counselor and the swim staff beneath him all knew of his severe and preexisting heart condition. For four days, his staff urged him to seek medical help. He refused.

Unfortunately, on the fourth night, he had a massive heart attack in bed and passed. As a long-time, well-loved staffer, the effect of his death midsummer was a traumatic event for the entire camp and required grief counseling and close monitoring of the campers for the rest of the summer.

It is quite possible that a trip to the hospital might have saved his life.

What lessons can we learn from this tragedy?

On March 27, 1977, the deadliest aviation disaster in history occurred in Tenerife, in the Canary Islands. Two fully loaded 747’s crashed on a foggy runway, killing 583 people. As a result, the aviation industry adopted “crew resource management,” a set of training procedures to reduce human error that focuses on interpersonal communication, leadership and decision-making. The concept was intended to foster a less authoritarian cockpit culture, where co-pilots were encouraged to question captains if they observed them making mistakes.

What if the swim staff had told the camp director about the swim director’s repeated complaints of chest pain? Would he still be alive today? This is a good topic for discussion at staff orientation.

Michael Labadorf CPCU Executive Vice President

January 2015

The New York State legal system can treat lawsuits against your camp differently depending upon the county in which legal action is brought against you.

Downstate courts, particularly in the five boroughs of New York City and the surrounding counties of Westchester, Nassau and even Suffolk, are notorious for their ‘pro-plaintiff’ tilt and their propensity to award enormous sums to plaintiffs who bring actions in these venues. The amounts awarded by juries and judges in these counties are usually far greater than in Upstate courts.

Since most camps are located outside of these counties, yet many have offices or solicit campers within these counties, a plaintiff’s attorney will likely aggressively attempt to move the lawsuit to a more favorable downstate court. If they are successful, the awards against you could be much larger, and therefore, your insurer will be forced to pay higher awards.

It is in your best interests to do whatever you can in advance to prevent this from happening and to keep legal action against you in an upstate court. We suggest that your camper enrollment form and/or camper contract be amended to include the following clause:

It is agreed that any dispute or cause of action arising between the parties, whether out of this agreement or otherwise, can only be brought in a court of competent jurisdiction located in [name of county where the camp is located] County, NY and shall be construed by the laws of New York State.

While we are not attorneys, and you should always check with your legal counsel, we know this clause was used successfully in a case brought against one of our upstate camps with a Westchester office to keep the lawsuit in an upstate court.

Therefore, we urge you to consult with your legal counsel and consider making this change to your camper forms for 2015 and beyond or have your legal counsel draft an alternative that may better suit your needs. Regardless, this simple, no-cost change could save your camp big dollars in claims and, ultimately, premiums.

Sincerely, The Sobel Camp Team