Faith-based organizations (FBOs) rely heavily on the dedication and commitment of their volunteers to fulfill their mission and serve their communities. However, this reliance comes with a responsibility to ensure the safety and well-being of these volunteers. Adding volunteers to the organization’s insurance policy is an important step in acknowledging and respecting their efforts while providing them with the peace of mind they deserve. Here are some reasons why FBOs should consider this important measure.
Acknowledging the Risks Volunteers Face
Volunteers often put themselves in situations where they may face potential risks and liabilities. Whether it’s person-to-person contact, safety, or security-related responsibilities, volunteers willingly expose themselves to harm. By adding them to the insurance policy, FBOs can help mitigate these risks and provide a safety net for those who selflessly serve.
Providing Peace of Mind
Volunteers should have peace of mind knowing that their efforts are valued and respected. Including them in the insurance policy demonstrates the FBO’s commitment to their value and well-being. It assures volunteers that the organization acknowledges their sacrificial giving and is willing to protect them from potential harm.
Establishing Quid Pro Quo Expectations
When an FBO seeks assistance from volunteers to fulfill its mission, there should be a mutual expectation of protection and respect. By adding volunteers to the insurance policy, the organization honors their time and efforts, creating a sense of reciprocity and trust. This quid pro quo relationship ensures that volunteers feel valued and supported.
Letters of Authority and Hold Harmless Waivers
Letters of Authority
Leadership should provide letters of authority to volunteers holding specific assignments that require person-to-person contact, safety, or security-related responsibilities. These letters outline the scope of their duties and provide them with the necessary authority to perform their tasks. This not only clarifies their roles but also enhances their credibility and accountability.
Hold Harmless Waivers
Consider having volunteers sign a Hold Harmless waiver. This legal document outlines the potential risks involved in their volunteer activities and acknowledges that the volunteer accepts these risks. It also protects the organization from certain liabilities, while still demonstrating a commitment to volunteer safety by including them in the insurance policy.
Enhancing Organizational Reputation
By taking proactive steps to protect volunteers, FBOs can enhance their reputation within the community. It shows that the organization is responsible, caring, and committed to the well-being of its members. This positive reputation can attract more volunteers and supporters, furthering the organization’s mission and impact.
Insurance Company Perspective
From an insurance company’s perspective, having volunteers covered under an approved policy, procedure, or guideline should be authorized. If volunteers are not functioning under such a framework and have no defined standard of care, the insurance company may find it difficult to defend against a claim and may not approve the claim. This leaves the FBO responsible for attorney fees and settlement costs. As an example, in my Kearnan Consulting Group LLC, whenever I engage subcontractors for contractual work, I ensure they are included under my professional liability insurance by adding them to the policy. Without making this request to the underwriter, it’s merely an assumption whether they are covered or not until a claim arises.
Additionally, the OSHA General Duty Clause applies to faith-based organizations and is not exempt as many may believe. This clause requires employers to provide a workplace free from recognized hazards that are likely to cause death or serious physical harm to employees. Faith-based organizations must comply with this requirement to ensure the safety of their volunteers and staff.
The OSHA General Duty Clause primarily applies to employees rather than volunteers. However, volunteers can be covered under OSHA regulations if they are performing tasks similar to those of employees and are under the control of the organization. This means that if volunteers are engaged in activities that expose them to workplace hazards, the organization has a responsibility to ensure their safety as well.
It’s important for faith-based organizations to recognize this and take appropriate measures to protect their volunteers, just as they would for their employees. This can include providing safety training, personal protective equipment, and ensuring a safe working environment.
Conclusion
Adding volunteers to the insurance policy is an important step for faith-based organizations. It acknowledges the risks volunteers face, provides them with peace of mind, establishes mutual expectations, and enhances the organization’s reputation. By taking this measure, FBOs can show their respect and appreciation for their volunteers’ efforts and ensure that they are protected while serving their communities. In doing so, they create a safer and more supportive environment for everyone involved.