Issue 158 - April 2025
NEWS: WORTHY
Risk Management Educational Forum—A Look Back at Thirty Years of Excellence
Thirty years ago, the inaugural Risk Management Educational Forum took place at the DoubleTree Hotel at Horton Plaza in San Diego. The event, themed Stay Out of Court!, brought together 27 presenters and staff from across our membership to explore the fundamentals of risk management and effective methods for litigation prevention. Since its inception, the Authority has sought to bring together local government officials and subject matter experts to listen, learn, and interact with each other at the Forum.
Although Horton Plaza is no longer around, this annual gathering is still going strong and serves as a unique occasion for Authority members to come together. It offers not only valuable educational content but also various networking activities, including a golf tournament, a Wednesday night welcome reception, and a Thursday evening dinner.
Planning for the Forum is a year-round process, with Authority staff organizing all aspects of the event from selecting the session topics and speakers to booking the hotel. Over the years, the Forum has been held in various locations throughout the state, from San Francisco and Santa Barbara to Indian Wells and San Diego. Each location has offered an opportunity for members to learn in a beautiful setting.
Annually, staff select a theme for the event to make it not only educational but also entertaining. Memorable themes from throughout the years include Risk Management Mission Impossible, Panning for Risk Management Gold, Don’t Gamble With Risk Management; The Art of Risk Management; There’s an App for That Risk; Ride the Wave of Risk Management; Managing Risk Like a Champion; and The Good, the Bad, and the Ugly of Risk Management.
The theme for the 2025 Forum is Class of ’95: Not So Clueless About Risk. This theme pays homage to the conference’s 30-year legacy and celebrates the reunion of members who have grown and learned together over the years. The event is a nod to the early days, when, much like in high school in the ‘90s, risk management seemed a little bit simpler.
Despite the changes in venue and themes, the Forum’s core mission remains the same: to provide valuable educational content and networking opportunities for Authority members. Stay tuned for additional information about registration, sessions, and speakers over the coming months. Visit our Risk Management Educational Forum webpage for more details.
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May Workers’ Compensation Webinar— What Is the Other Side Thinking? A Defense Perspective on the Applicants’ Attorneys Conference.
The California JPIA will host its next Workers’ Compensation Webinar on Thursday, May 8, at 10:00 a.m. We are excited to feature two veteran defense attorneys who attended the recent conference of the California Applicants’ Attorneys Association (CAAA). Attendees will learn some of the strategies and methods that applicants’ attorneys are already utilizing to increase the value of workers’ compensation claims.
Jonathan Liff is a partner with the Sacramento office of Laughlin, Falbo, Levy & Moresi and a former applicant’s attorney. He will be joined by his colleague, John Orman, a partner in the firm’s Fresno office. They will draw on over three decades of combined experience as they share their insights regarding the emerging tactics that injured workers’ attorneys are utilizing to expand their access to benefits and raise the costs associated with their claims. Some of the topics they will touch on include cancer claims, the expansion of permanent disability and the use of A.I. in litigation.
We look forward to having you join us on May 8. Register here for the webinar. A recording will be available on the Authority’s website for those unavailable to attend the live webinar. For any questions, please contact Jeff Rush, workers’ compensation program manager.
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Best Practices for Using and Storing Footage From Body-Worn Cameras and Vehicle Dash-Cams
As body-worn and vehicle dash cameras become more essential tools in modern law enforcement, proper storage and management of footage are essential for both legal compliance and risk management. Eugene P. Ramirez, founding partner at Manning Kass and a regular contributor to the California JPIA’s Annual Risk Management Educational Forum, and John Perez, retired police chief for the City of Pasadena, recently shared vital insights to help members navigate this issue.
California law establishes strict retention requirements for body-worn and dash camera footage. Under Penal Code § 832.18 and Government Code § 34090.6, agencies must retain general recordings for at least 60 days. Footage of critical incidents, such as use-of-force events, requires at least two years of storage. Agencies must retain footage related to complaints, investigations, or legal proceedings until the case is closed or the statute of limitations expires. Footage related to unsolved homicide investigations requires indefinite storage.
Ramirez noted important requirements regarding footage released to the public. “Agencies must release footage of critical incidents within 45 days unless it interferes with an active investigation,” said Ramirez. “While personal information may be redacted for privacy, agencies cannot deny access without legal justification.”
Ramirez identified several recurring issues that could lead to liability, including officers forgetting to activate cameras during critical incidents; footage being accidentally deleted, lost, or altered, leading to accusations of evidence tampering; officers repeatedly failing to comply with body-worn camera policies with no consequences; failure to get buy-in from and effectively communicate with police officer associations; and withholding or editing footage, creating evidentiary challenges in court.
To address these issues, Ramirez recommends automating cameras to activate when officers draw their firearms or tasers. He also recommends that agencies store footage in the cloud, secured with tamper-proof access logs.
Comprehensive documentation is also key. Ramirez recommends that agencies maintain detailed metadata logs, chain of custody records, cross-referenced incident reports, and retention verification logs that prove footage was stored for the required amount of time before deletion.
Agencies should emphasize requirements and standards through annual training on proper camera activation and deactivation; California laws that concern public access and privacy; footage review guidelines; and secure evidence handling.
For agencies with limited resources, Ramirez outlined the minimum risk management standards that departments must meet:
- Establishing clear written policies aligned with state laws—the Authority offers fully-funded member access to Lexipol policy templates
- Securing union buy-in to camera activation procedures
- Implementing basic cloud-based storage
- Maintaining mandatory retention periods
- Providing comprehensive officer training
- Conducting quarterly supervisor audits
- Developing public access procedures
“Strict activation policies are essential,” said Ramirez. “Officers should be required to activate body-worn cameras for all law enforcement interactions, especially use-of-force situations.”
He also recommends supervisor oversight and random audits to catch non-compliance , attorney review of department policies to ensure that they comply with state laws, and proactive release of non-sensitive footage. “Releasing non-sensitive footage can help prevent accusations of bias or evidence suppression,” he said.
“Proper management of body-worn and dash camera footage isn’t just about compliance,” said California JPIA Risk Services Director Alex Mellor. “A comprehensive and intentional approach protects officers and their agencies while building public trust.”
For questions and additional information, please contact your regional risk manager.
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Cynthia Sternquist Joins California JPIA Executive Committee
Cynthia Sternquist, Foothill Transit board member and mayor of Temple City, was appointed to the California JPIA’s Executive Committee on April 2, 2025. Sternquist was appointed to fill the vacant seat of Committee Member Chuong Vo, whose term on the Cerritos City Council expired on March 26, 2025.
“Serving on regional boards such as Foothill Transit has given Cynthia a broad range of experience building consensus,” said CEO Alex Smith. “She has a proactive approach to leadership and understands the challenges facing our various member agencies. The California JPIA is pleased to welcome her to the Executive Committee.”
Sternquist is a retired educator and literacy coach. Before being elected to the city council, she served on the City Parks and Recreation Commission from 1991 to 2009 and on the City Planning Commission in 2009. She was first elected to the council in 2011 and has served as a council member, vice mayor, and mayor. She was most recently re-elected in March 2024 to serve her fourth term on the council.
Her love for her community inspired her to become involved in local government. The ability to make a difference in people’s everyday lives has kept her going. “Over the years, what’s kept me engaged is the ability to collaborate with others, tackle challenges head-on, and celebrate the progress we make together,” said Sternquist. “Seeing the positive outcomes of our efforts, especially when residents feel heard and supported, continues to fuel my commitment.”
Sternquist has attended several of the Authority’s Risk Management Educational Forums and finds the services, resources, and comprehensive support invaluable. “The ongoing education, legal insight, and collaborative forums the Authority provides are instrumental in helping public agency members reduce risk, make informed decisions, and better serve their stakeholders.”
The opportunity to help share policies and strategies that support and protect public agencies across California motivated Sternquist to pursue a position on the Executive Committee. “Serving on the Executive Committee allows me to advocate for the needs of member agencies, contribute to meaningful decisions, and ensure we’re staying ahead of emerging risks,” said Sternquist. “It’s an extension of my commitment to public service and fostering strong, resilient communities statewide.”
Sternquist believes one of member agencies’ most significant challenges is navigating an increasingly complex risk landscape. In addition, staffing shortages, rising costs, and maintaining public trust increase the pressure. “Agencies are expected to adapt quickly to new laws, technologies, and community expectations, all while managing limited resources,” said Sternquist. “Staying proactive, informed, and resilient in this environment is key—and that’s where California JPIA’s support is so critical.”
The California JPIA Executive Committee comprises nine members elected by the Board of Directors to provide day-to-day policy direction to the Authority’s staff. The Committee meets monthly to consider policies related to the California JPIA’s many programs and services. In addition, the Executive Committee also carries out ex-officio responsibility for the Claims, Budget, Bylaws, and Personnel committees. Learn more about each member on the Authority’s Executive Committee webpage.
When not volunteering her time for the public good, Sternquist enjoys spending quality time with family and friends outside of public service, exploring local neighborhoods, and supporting small businesses.
Congratulations, Cynthia, and welcome to the Executive Committee!
Print ArticleRE: MEMBERS
Foothill Transit Receives Security Gold Award from the American Public Transportation Association
The California JPIA congratulates Foothill Transit for receiving the American Public Transportation Association (APTA) Emergency Management and Bus Security Gold Awards for 2025. These top awards recognize the agency’s outstanding efforts in ensuring the safety and security of its transit services.
“This recognition is the result of thoughtful and dedicated teamwork,” said Doran Barnes, CEO of Foothill Transit. “We’re honored that our commitment to safety is in the spotlight and look forward to sharing our work with the wider transit industry.”
Foothill Transit has implemented several security initiatives, which have earned it the APTA Security Gold Award. The agency recognized the need for security enhancements due to public transportation systems’ open nature and high passenger volumes, making them potential targets for criminal activities.
In the last three years, Foothill Transit has reexamined and updated its comprehensive Security and Emergency Preparedness Plan (SEPP), Emergency Operations Plan (EOP), and Continuity of Operations Plan (COOP). The process included tailored training and tabletop exercises designed to help prepare, respond, and recover from critical incidents. The local TSA representative, Los Angeles County Sheriff’s Department, and other law enforcement were included throughout the process. Learn more about the agency’s multi-layered security strategy in this video.
“We’ve been laser-focused on these issues and have enjoyed tremendous support from our colleagues at the Department of Homeland Security, Transportation Security Administration (TSA), California Highway Patrol, LA County Sheriff’s Department, and myriad other local law enforcement agencies,” said John Curley, chief of safety and security at Foothill Transit. “Taking a critical eye to our infrastructure and staying on task to remediate areas for improvement has required a true team effort.”
The SEPP identifies and addresses security threats and vulnerabilities. It integrates security measures and emergency preparedness into all operations, services, business administration, and maintenance activities, creating a comprehensive security program for the organization. The preparedness plan is reviewed annually and updated as necessary to ensure it remains up-to-date and consistent with federal, state, and local regulations and guidelines and Foothill Transit’s management goals and objectives.
The EOP provides a framework for a coordinated and scalable response to emergencies. It applies to any natural or human-caused hazards affecting Foothill Transit, requiring emergency response operations or a coordinated response with multiple agencies.
The key purpose of COOP planning is to minimize business disruption. This plan provides guidance to ensure mission-essential functions continue and directs the relocation of personnel and resources to an alternate facility. It outlines a management structure and operational procedures to sustain essential activities when normal operations are not possible.
Strategic planning has enhanced transit safety, as evidenced by its successful implementation during a critical incident on June 17, 2024. As the event unfolded, measures were quickly enacted, leading to the safe apprehension of the suspect within 12 hours of the incident. This event underscored the vital role of prior training and preparedness exercises. Learn more about the agency’s emergency management procedures and why it won an Emergency Management Gold Award in this video
“Security threats and safety risks are nothing new for public transit. The exposures are constant and evolving, so Foothill Transit’s exemplary efforts to mitigate risk and be highly vigilant and thoroughly prepared for incidents have won them this well-deserved recognition and prestigious APTA award,” said Authority Senior Risk Manager Melaina Francis. “It is a pleasure to work with Foothill Transit’s team of highly competent professionals, and I congratulate them on this achievement.”
Winning two APTA Gold Awards is a significant achievement for Foothill Transit, highlighting the agency’s and its contractors’ dedication and hard work. The next steps for enhancing transit security include finalizing the COOP plan by the summer of 2025, hosting monthly meetings with the Los Angeles County Disaster Management Area Coordinator, and including their team in training and exercises. The agency is committed to further strengthening its overall planning and response capabilities.
We congratulate Foothill Transit on this achievement and look forward to its continued success in transit security.
Print ArticleRISK SOLUTIONS
Helpful Resources for Managing Wildfire Risks
California’s wildfire risk remains extremely high, presenting unique challenges for public agencies throughout the state. To protect life safety and minimize property losses, California JPIA members must understand their specific risks and take proactive measures. The Authority offers various resources and professional services to assist members in managing this risk.
The California JPIA’s Wildfire Risk Management White Paper is the primary resource for understanding and managing wildfire and post-wildfire-related risks. It is a comprehensive guide offering specific actions that a public agency can take to protect life, manage liability, and reduce property losses. The paper discusses overall wildfire risks, coordinating regional emergency resources, communicating with the public, establishing emergency procedures, and understanding the effects wildfire smoke has on employees.
This resource also provides specific guidance and helpful checklists to assist members in their loss prevention efforts. These include reducing fuels through effective vegetation management practices, using the right types of plants and hardscape materials, and maintaining the required defensible space around properties. Additional guidance is offered on maintaining heating and ventilation systems to reduce contamination during a fire.
The California JPIA also partners with Fireline Defense, LLC, to provide professional experts with on-site wildfire risk assessments at no direct cost to our members. These assessments have located wildfire exposures and paved the way for targeted mitigation measures. Fireline Defense was established in 2020 by former CAL FIRE firefighters. Within their professional property assessments, they identify specific wildfire hazards and calculate a custom Fireline Defense Index (FDI) score. This score ranges from one to ten, with a lower score indicating high risk and a higher score indicating comparatively lower wildfire risk. Each assessment is accompanied by a specific series of recommendations for risk reduction.
Finally, the Authority offers a series of online, in-person, and tailgate training courses related to emergency preparedness, fire safety, and wildfire smoke, which poses significant health hazards for employees working outdoors or in poorly ventilated environments. Visit myJPIA for more information.
By taking proactive measures and staying informed, California JPIA members can safeguard their communities, protect properties, and ensure the health and safety of their residents and employees.
Additional Resources:
California JPIA’s Wildfire Risk Management White Paper: In-depth analysis of wildfire-related risks
Cal OSHA’s Regulation for Protecting Workers from Wildfire Smoke: CCR Title 8, Section 5141.1
California Office of Emergency Services Wildfire Recovery Resources: State-wide wildfire resources
Cal FIRE’s Defensible Space Guidelines: Detailed information on managing your defensible space
Cal FIRE’s Wildfire Resources: Wildfire resources
OSHA’s Wildfire Resources: Wildfire emergency planning resources
Cal FIRE’s Active Incidents: Up-to-date information on all statewide active incidents
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Resources Update
The following are updates to our resource library, including updates to existing and newly developed resources:
New: Guidelines for Animals on Agency Property. This resource sets forth best risk management practices for managing events that involve animals on agency premises, including guidance on protecting both attendees and animals. Additionally, the resource includes links to information and resources offered by the California Department of Public Health. These links provide further safety guidance, helping event organizers to stay informed and prepared.
New: Impersonation Fraud Guidance. This resource was developed in response to a rise in impersonation fraud reported in the news. Its purpose is to raise awareness among employees about the tactics used in impersonation fraud, promote vigilance in verifying the authenticity of communications, and establish protocols for reporting suspicious activities. Additionally, the resource outlines services available to members to assist in efforts to prevent impersonation fraud.
Updated: Footwear and Hard Hat Safety Guidelines. The use of personal protective equipment (PPE) is a critical component of any comprehensive injury and illness prevention plan (IIPP). When integrated into an IIPP, PPE helps minimize the likelihood of injuries and illnesses that may arise from workplace hazards. This resource was reviewed for potential updates. Key updates include references and hyperlinks to the applicable standards and regulations.
Resources can be accessed and downloaded via the online library located in the resources section of the Authority’s website. Resources available in Word format are for members to customize to agency-specific policies and procedures.
If you have any questions, please contact your regional risk manager.
Print ArticleCOVERAGE MATTERS
Recurring Evidence of Coverage
The web portal is available to revise and reissue recurring Evidence of Coverage (EOC) documents.
An EOC, sometimes called a Certificate of Insurance (COI) by other parties, provides proof of liability and workers’ compensation coverage. Member agencies commonly issue EOCs to third parties, such as individuals, vendors, companies, school districts, etc., as part of the agreement process.
Until June 30, 2025, reissued EOCs will show coverage dates from July 1, 2024, through June 30, 2026. Beginning July 1, 2025, EOCs will show coverage dates from July 1, 2025, through June 30, 2026.
For EOC questions, please contact Insurance Programs Manager Chris Gray or Administrative Analyst Edith Aviña.
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