9.1 Risk Management Policy
Standard:
The agency shall have a policy for risk management that sets direction and gives appropriate authority for implementing operational practices and procedures that is approved by the proper authority.
Narrative:
The City of Shakopee maintains a comprehensive City-Wide Safety Manual that serves as the agency’s formal risk management policy. This manual sets clear direction and provides the authority and framework necessary for implementing consistent operational practices and procedures that protect employees, the public, and City property. The manual is reviewed and approved by the City’s Safety Committee and authorized by City leadership to ensure alignment with regulatory standards and organizational priorities.
The Safety Manual includes policies and protocols for a wide range of risk-related topics, including:
- AWAIR (A Workplace Accident and Injury Reduction program)
- Employee Right to Know / Hazard Communication
- Emergency Action Plans
- Bloodborne Pathogens
- Lockout/Tagout Procedures
- Fleet Safety
- Ergonomics and Proper Lifting Techniques
- Accident Reporting and OSHA Recordkeeping
These policies guide daily operations, staff training, hazard recognition, and emergency response, and ensure that employees at all levels are informed and equipped to carry out their responsibilities safely and effectively.
The approved Safety Manual reflects a citywide commitment to minimizing risk, maintaining regulatory compliance, and fostering a culture of safety throughout all departments, including the Parks and Recreation Department.
Supporting Evidence:
9.1a City-Wide Safety Manual
9.1.1 Risk Management Plan and Procedures
Standard:
The agency shall have an established risk management plan and operating procedures that are reviewed periodically, accessible to all agency personnel and approved by the proper authority that encompasses analysis of risk exposure, control approaches and financial and operational impact for the agency The plan shall analyze the programs/services offered and facilities/areas managed for personal injury and financial loss potential and identify approaches to manage such injury, loss, and business and operational impact.
Narrative:
The Shakopee Parks and Recreation Department has developed and implemented a formal Risk Management Plan that outlines strategies for identifying, assessing, mitigating, and documenting risks associated with departmental operations. This plan is reviewed periodically and approved by appropriate City leadership to ensure alignment with best practices and evolving service needs.
The Risk Management Plan addresses all three essential phases of risk management:
- Identification and Assessment: The plan systematically evaluates programs, services, events, and all department-managed facilities and open spaces to determine areas of potential personal injury or financial loss.
- Response Strategies: The plan outlines preventive and responsive strategies designed to reduce risk and protect the public, staff, and City assets.
- Management Planning: Long-term risk mitigation and management are supported through ongoing documentation, internal reviews, policy adjustments, and staff training.
The Risk Management Plan is made readily accessible to all Parks and Recreation staff via the department’s internal shared drive. Staff are introduced to its content during onboarding, and key elements are reinforced through routine training and internal communication.
Supporting Evidence:
9.1.1a Shakopee Risk Management Plan
9.1.2 Accident and Incident Report Procedures
Standard:
There shall be established procedures for accident and incident reporting and analysis of accident and incident reports. There shall be an accident/incident report form available to all employees. Data shall be obtained in an appropriate manner to support planned and coordinated accident prevention programs within the agency.
Narrative:
The City of Shakopee has established clear and consistent procedures for documenting, reporting, and analyzing both occupational and non-occupational accidents and incidents. These procedures are designed to ensure timely response, accurate documentation, and proactive prevention of future occurrences.
For occupational incidents and injuries, reporting guidelines and responsibilities are outlined in Section 8 of the City Safety Manual, which is accessible to all employees. Supporting resources, including forms and procedural steps, are housed on the City's internal SharePoint site, “City Net”, ensuring centralized access for all staff.
For non-staff-related incidents, including injuries, medical emergencies, and behavioral concerns involving patrons or facility users, the Parks and Recreation Department utilizes two electronic forms:
- Accident Report – for medical emergencies, personal injuries, or facility-related accidents.
- Incident Report – for behavioral or disciplinary issues, conflicts, or any unusual event requiring documentation.
These forms are accessible to all department staff through Cognito Forms and are required to be completed and submitted electronically within the same shift in which the incident occurs. Supervisors review and analyze reports regularly to identify patterns and support targeted accident prevention strategies. Findings may lead to operational changes, updated training protocols, or facility improvements.
Supporting Evidence:
9.1.2a City Wide Safety Manual
9.1.2b Parks and Recreation Risk Management Plan
9.1.2c Shakopee Supervisors Report of Injury (Internal)
9.1.2d Shakopee First Report of Injury (Internal)
9.1.2e Parks and Recreation Accident/Injury Report9.1.2f Parks and Recreation Incident Report
9.1.2f Parks and Recreation Incident Report
9.1.3 – Personnel Involvement and Training
Standard:
The agency risk management function shall involve and train personnel at all levels on risk management procedures.
Narrative:
The City of Shakopee Parks and Recreation Department prioritizes risk awareness, prevention, and management across all levels of the organization. Risk management is emphasized in the department’s operations, with personnel trained and involved in strategies to maintain a safe environment for employees and the public.
During onboarding, all new hires receive role-specific training on risk management procedures relevant to their job duties, including emergency protocols, facility safety practices, and reporting procedures. Ongoing education reinforces this foundation throughout the year.
City-wide, all employees are required to complete seven annual OSHA-compliant training modules, which are administered and tracked to ensure compliance. These required courses cover core risk management topics, including:
- AWAIR (A Workplace Accident and Injury Reduction Act) / Employee Assistance Program
- Bloodborne Pathogens
- Employee Right to Know (ERTK) / Hazard Communication
- Ergonomics
- Fire Extinguisher Safety
The City’s Safety Committee, which includes representatives from various departments, further supports a culture of safety by developing training content, reviewing incidents, and proposing enhancements to policies or procedures. This ensures that staff at all levels are not only trained but also actively engaged in identifying and reducing risks.
Supporting Evidence:
9.1.3a Recreation Assistants Onboarding Training
9.1.3b Recreation Assistant Sign in sheet
9.1.3c Aquatics Training
9.1.3d Aquatics Sign in Sheet
9.1.3e Guest Service Onboarding
9.1.3f Arena Staff Onboarding
9.1.3g All Staff Safety Training Checklist
9.2 – Risk Manager
Standard:
specific position within the agency shall be designated with risk management responsibility and authority to carry out the policies established for risk management.
Narrative:
The City of Shakopee has designated the Human Resources Director as the staff member responsible for risk management, with authority to implement and oversee risk management policies across the organization. The Human Resources Director’s job description explicitly outlines responsibilities related to risk management, including:
- Managing the City’s Safety Committee and assisting with the scheduling and coordination of monthly safety training. Provides implementation and follow-up support for safety compliance and improvement initiatives.
- Overseeing the City’s workers’ compensation, safety, and wellness programs.
These responsibilities ensure that the Human Resources Director has the authority and accountability to carry out risk management policies, maintain a safe workplace, and promote compliance with safety regulations.
Supporting Evidence:
9.2a Shakopee HR Director Job Description
9.3 – ADA Grievance Policy and Face-to-Face Resolution
Standard:
There shall be a policy or procedure available to all members of the public and staff which address issues pertaining to ADA compliance, either in a written or electronic format.
Narrative:
The City of Shakopee has established an ADA policy and grievance procedure that is available to both the public and staff. The policy ensures that no surcharge is placed on individuals with disabilities to cover the cost of auxiliary aids, services, or reasonable modifications. The grievance procedure (ADA Transition Plan, Appendix D, page 14-17) provides multiple submission methods - online, by telephone, or paper form – and includes steps to resolve concerns or complaints promptly and equitably.
The city acknowledges grievances within 10 working days and provides either a response or an expected resolution timeline. Investigations are conducted within 60 calendar days, during which staff may meet with the complainant in person. The policy considers individual circumstances, including the nature of the disability, access to services, health and safety, and potential undue hardship. All ADA grievance documentation is maintained for seven years.
The Assistant City Administrator serves as the ADA Title II Coordinator, overseeing compliance and ensuring accessibility.
Supporting Evidence:
9.3a Shakopee ADA Transition Plan, Appendix D, pages 14-17