Guild General Business Liability Incident Response Policy

1. Purpose This policy establishes guidelines for responding to incidents that may result in liability for the Guild, ensuring a prompt, coordinated, and legally compliant response to mitigate risks and protect corporate interests.
2. Scope This policy applies to all members, officers, contractors, and agents of Howard County Woodworkers Guild, Inc., and covers incidents related to general business liability, including but not limited to:
   1. Personal injuries
   2. Property damage claims
   3. Allegations of negligence or misconduct
   4. Data security breaches affecting third parties
3. Incident Identification and Reporting All members must report potential liability incidents to the officer or volunteer in charge at the time of the incident.
   1. If the incident occurs in the shop, the Shop Monitor is responsible for responding to and reporting the incident.
      1. Shop Monitor should follow accident procedures at the time of the incident (procedures are posted in the shop)

• • • • Administer First Aid to the injured person, as required. Arrange for transportation to the Emergency Room if deemed necessary
      • Inform the front desk at the Bain Center. You may need to send someone else if you cannot leave the injured party.
      • When free to do so, notify the Shop Coordinator (or one of the Assistant Shop Coordinators if not available). If you cannot reach one of these, notify one of the Board Members.

1. 1. 2. Within 24 hours of the incident, Shop Monitor should complete the Incident Report Form available in the shop.
      3. Shop Coordinator must notify the Guild President and Business Manager via email within 24 hours of the incident. Notification should include basic information including date, time, brief description of what happened, and any actions taken. 
      4. Business Manager will notify Board of Directors of incidents which will likely result in an insurance claim (see #8) or are likely to damage the Guild’s good standing with Howard County or our other partners.
   2. If the incident occurs outside of the shop, the member/volunteer leading the off-site event (e.g. Home Shop Tour, etc) or a member of the Board of Directors should lead the reporting.
      1. Collect the following information at the time of the incident

• • • • Date, time, and location of the incident
      • Description of the incident
      • Individuals involved and witness information
      • Any immediate actions taken
      • Supporting documentation (e.g., photos, security footage, statements)

1. 1. 2. An Incident Report Form should be completed as soon as practical, depending on circumstances, but no later than 1 week after the incident.
      3. Volunteer or Board Member leading the reporting must notify the Guild President and Business Manager via email within 24 hours of the incident. Notification should include basic information including date, time, brief description of what happened, and any actions taken.
      4. Business Manager will notify Board of Directors of incidents which will likely result in an insurance claim (see #8) or are likely to damage the Guild’s good standing with Howard County or our other partners.

4. Initial Response and Containment Upon receiving an incident report, the Reporting Member/Shop Coordinator and Business Manager shall jointly:
   1. Assess the severity and potential impact of the incident.
   2. Coordinate with relevant Guild leadership.
   3. Ensure the safety and well-being of affected individuals.
   4. Preserve evidence.
5. Investigation and Documentation Depending on the nature of the incident, the Reporting Member/Shop Coordinator will initiate an internal investigation, which may involve:
   1. Interviewing witnesses
   2. Reviewing security footage and records
   3. Assessing operation of equipment involved
   4. Findings and recommended actions should be documented as an addendum to the Incident Report within 10 business days.
6. Communication and Notification
   1. Internal Notification: Key stakeholders, including senior leadership, must be informed of significant incidents as outlined above
   2. Insurance Notification: The Shop Coordinator will lead reporting to the insurance provider if the incident occurs in the shop. The Business Manager will lead insurance reporting for other incidents.
   3. External Notification: The Business Manager will lead the determination of whether notifications are required by law or contractual obligations to any additional third parties or regulatory bodies.  The Board of Directors will be notified prior to any such external reporting.
   4. Member Communication: The Business Manager will facilitate conversation and decision-making with the Board of Directors to determine if member messaging is needed.
7. Corrective and Preventative Actions Following an incident, the Guild will implement corrective measures, which may include:
   1. Policy and procedural updates
   2. Member training and awareness programs
   3. Equipment or facility modifications
   4. Disciplinary actions if applicable
8. Insurance Coordination The Business Manager/Shop Coordinator will manage the process of reporting to insurance when a claim is expected.
   1. Incidents likely to result in an insurance claim should be reported to the insurance provider as soon as possible

• • • Incidents which result in property damage greater than $500
    • Incidents which result in bodily injury needing outside medical treatment (not including first aid provided at the scene)

1. 2. Minor incidents which do not meet the criteria above will be reviewed by the Board of Directors at the next scheduled meeting to determine if additional corrective measures are needed.

9. Review and Policy Updates This policy shall be reviewed annually and revised as necessary to reflect changes in regulations, business operations, or identified risk areas.
10. Enforcement Failure to comply with this policy may result in disciplinary action, including loss of Guild membership.

Please contact the Guild Business Manager with any questions.