In This Issue

PoolShare Update

Grant and Scholarship Update

Law Enforcement Liability and Audio/Video Recordings

Youth Sports Leagues

The City of White House Launches App for Citizens

Tennessee Trivia

Q. In the 1800s, Tennesseans earned their “Volunteer State” nickname by signing up for what?

Click Here for the Answer

Message from the President

DawnHappy 2016!

A new year often brings changes and improvements to our daily habits and processes. With that in mind, we’ve taken the opportunity to add a few updates to our website.

You’ll see that we’ve added Public Entity Partners Loss Control guidelines to our site. When you login to the member-secured portal, you’ll see an option to access the guidelines. Topics are wide-ranging and include areas related to law enforcement, employment, financial controls, play structures and volunteers, just to name a few.

At your request, we have also added new features to PoolShare (our online claims tracking system). These new features include the option to see claim closure dates and driver information. See the article in this issue for additional information on these updates.

While some folks may consider winter a time to hibernate, we are hard at work and looking forward to seeing members at several upcoming associational conferences over the next few months. PE Partner staff will be presenting at each of the following conferences:

Tennessee Association of Chiefs of Police (TACP)
February 3-5, 2016 – Maxwell House Hotel, Nashville
“Risky Business: Addressing Critical Exposures in Law Enforcement Liability, Personnel Risk
and Auto Liability,” presented by Michael Fann and George Dalton

Tennessee Government Finance Officers Association (TGFOA)
March 17-18, 2016 – Memphis
“Is It Me or Is It You? Creating a Culture of Civility,” presented by Michael Fann

Tennessee City Management Association (TCMA)
April 13-15, 2016 – Embassy Suites, Murfreesboro
“This Week’s Top 10 List: 10 Most Important Risk Management Issues for Your City,”
presented by Michael Fann and George Dalton

Tennessee Association of Municipal Clerks & Recorders (TAMCAR)
April 20-21, 2016 – Embassy Suites, Murfreesboro
“Engaging Your Community,” presented by Michael Fann and George Dalton

As always, we look forward to seeing you soon!

Best Regards,
Dawn R. Crawford


PoolShare Update

Are you familiar with PoolShare, our online claims metric system? PoolShare allows you to view claims information online, 24 hours a day, and review loss information to determine the main causes of injuries and claims. You can also download claims information to Excel.

PoolShare was recently updated to include claim closure dates on all claims, and driver names for auto liability claims. Both additions are designed to help you track claims more easily.

If you would like a demonstration of PoolShare, or need assistance setting up your account, please contact your regional member services representative.

Wayne Anderson
(772) 473-4243

Callie Westerfield
(800) 624-9698

Celeste Taylor
(731) 514-5994

Grant and Scholarship Update

Excellence in Risk Management Scholarship

The National PRIMA Conference Scholarship Application is now available on our website. Online applications are due by March 1, and winners will be notified the week of March 7.

The conference will be held June 5-8 in Atlanta, Georgia, at the Hyatt Regency Atlanta, and will offer world-class educational and networking opportunities for public sector risk managers. This year’s conference holds special significance for Tennesseans and those of us here at Public Entity Partners as Terri Evans, risk manager for the City of Kingsport, will be sworn in as president for the 2016-2017 year. Make plans now to attend, and be sure to fill out an application for Public Entity Partners’s scholarship program.

Property Conservation Grant

Public Entity Partners’s new Property Conservation Grant Program will continue to accept applications through Feb. 19. Recipients will be notified the week of March 8.

This program is designed to assist you in your efforts to address exposures within the Property & Crime coverage, including (but not limited to) lightning attenuation (lightning protection) systems, security fencing, infrared thermography, sprinkler head protective cages, affixed barricade devices (and other protective devices), security cameras, and security lighting.

Grant funds may also be used for items identified by Public Entity Partners’s property conservation loss control surveys. These include transformer oil and gas testing recommendations for electric utilities generated by a TOGA (transformer oil or gas analysis) program, as well as deficiencies or maintenance recommendations generated by infrared thermography inspections. Ineligible items include (but are not limited to) items subject to general wear and tear, such as new roofs, new water heaters, etc.

For more information about any of Public Entity Partners’s grants or scholarships, please email Tahtia Mitchell at or by calling 800.624.9698. You may also contact any member of Public Entity Partners’s Loss Control staff.


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Law Enforcement Liability and Audio/Video Recordings

In an age where audio and video recordings are critical to legal proceedings, it’s essential for your police department to preserve captured data — and also keep it organized. This can be a challenge, especially in light of the rapidly expanding number of cameras, including in-house surveillance systems, body cameras, and those installed on TASERs™ and dashboards.

If allegations are brought against your agency, organized and accessible data archives can make the difference between a win or a loss in the courtroom. In a recent case involving a police shooting in Chicago, the city successfully defended the department. Then, after discovering that a defense lawyer was aware of additional audio recordings but didn’t diligently search the archives, a federal judge concluded the lawyer intentionally withheld information and granted a new trial.

In other cases, municipalities have had to employ costly computer forensics experts in the effort to recover lost or deleted recordings. Looking forward, audio and video data will only become more critical to the day-to-day operation of your organization. Be sure to protect your budget and your organization by implementing best practices for capturing data, and by proactively maintaining your audio and video archives.

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Youth Sports Leagues

Youth sports leagues are an integral part of many parks and recreation departments. Time spent playing soccer, football or baseball can be the highlight of any summer vacation, and can create positive exercise habits for the future. Add in activities like hockey, softball, wrestling and basketball, and many recreation programs now have sport leagues in session year-round. 

Unfortunately, from time to time, players sustain serious injuries while participating in youth sports leagues. Over the past several years, the Tennessee legislature has taken a closer look at youth athletics, and has enacted several laws designed to reduce traumatic brain injuries and increase awareness of sudden cardiac arrest.

Sudden Cardiac Arrest Prevention Act

Passed in 2015, the Sudden Cardiac Arrest Prevention Act went into effect Jan. 1. This legislation works to increase awareness among coaches, parents and athletes of the risk of sudden cardiac arrest among youth atheletes.

According to the Tennessee Department of Health, the legislation has three components:

  • To inform and educate coaches, youth athletes and their parents, and require them to sign a sudden
    cardiac arrest information form before competing.

  • To require removal of a youth athlete who appears to have symptoms of sudden cardiac arrest from
    play or practice at the time of symptoms.

  • To require a youth athlete to be cleared by a licensed health care professional before returning to play
    or practice.

This law covers all sports. If you charge a fee for sports and recreational leagues for children under age 18, you are affected. To view the entire law, click here. The Tennessee Department of Health offers free online resources, including sample parent/athlete signature forms and coach/athletic director signature forms. 

Tennessee Sports Concussion Law

Additional legislation designed to help reduce youth sports injuries is the Tennessee Sports Concussion Law, passed by the Tennessee General Assembly in April 2013.

This legislation also has three components:

  • To inform and educate coaches, youth athletes and their parents, and require them to sign a concussion
    information form before competing.

  • To require removal of a youth athlete who appears to have suffered a concussion from play or practice at
    the time of the suspected concussion.

  • To require a youth athlete to be cleared by a licensed health care professional before returning to play
    or practice.

Entities affected by the law are required to:

  • Have a policy in place relating to sports concussions.

  • Provide training.

  • Ensure that coaches and parents/guardians sign a form acknowledging they have been provided
    information on concussions and what to do in the event of a potential brain injury.

Resources are available on the Tennessee Department of Health’s website.

The Center for Disease Control (CDC) provides a free app to help you identify possible concussions. The app also provides information on what to do if you suspect your child or teen has an injury. For more information about the HEADS UP app from the CDC, click here.

Third-Party Facility Use of Sports Complexes and Fields

It’s important to keep in mind that the laws pertaining to concussions and sudden cardiac arrest for youth athletic programs also apply to third parties using your sports facilities. Any third parties using your sports complexes or fields should be required to follow the requirements of the Tennessee Sports Concussion Law and Sudden Cardiac Arrest Prevention Act. 

Contact your regional loss control consultant for our model facility use agreement and additional recommendations related to youth athletics. 

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White House Goes High-Tech with New App for Citizens

For several years, large metropolitan areas across the country have utilized apps and online portals for service delivery to citizens. Technology is becoming an increasingly necessary component of communication for more rural municipalities as well.

The City of White House recently launched an interactive app to improve service delivery and communication with citizens and city staff. In a recent article from Smokey Barn News, White House Mayor Mike Arnold noted that the app is available on iTunes for free, and can be used to submit a number of service requests, view notices, and stay up-to-date on White House current events.

To view the full article from Smokey Barn News, click here.


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Tennessee Trivia

Q. In the 1800s, Tennesseans earned their “Volunteer State” nickname by signing up for what?

A. Military duty.