Within These Walls

December is a month filled with an assortment of activities. Many of the month’s hours are devoted to studying for exams and making travel plans for holiday festivities. In this hectic atmosphere it is essential that chapters make preparations to secure the chapter house as members vacate the house for the holidays.

The leading risks to a fraternity house during the holiday breaks are water freeze, fire, vandalism and theft. The following checklist has been compiled to ensure that the house is protected during the winter break.

General Winter Maintenance

Multiple items should be evaluated and inspected prior to closing down the house to prepare for the winter month:

1. Complete routine maintenance on furnace/boiler.
2. Lock and inspect all windows and repair all broken glass.
3. Clean gutters and downspouts to ensure proper roof drainage (improper roof drainage can cause ice damning to occur, which can cause interior water damage).
4. Attach and secure downspouts with extension from foundation to prevent water damage, ensuring that they fully displace water away from foundation and other walking areas without draining onto the driveway, sidewalks, or patios.
5. Inspect the hot water heater and exposed water lines and drain pipes for slow leaks.
6. Drain water lines in lawn sprinkler system where appropriate.
7. Clean exterior of chapter house, removing any yard debris or materials that could be used to start a fire, as well as any items stored next to the chapter house. Debris can provide an opportunity for an arsonist.
8. Check security and safety lighting for the property.
9. Service and clean fireplace and chimney and check for defects or debris.
10. A plan to address ice and snow on sidewalks and parking lot needs to be agreed upon by the house corporation and chapter. If all parties are in agreement to contract this service out, this should be completed prior to the first snow.
11. Make sure the house has the appropriate tools to remove snow and ice (shovels, ice melt, etc.).

Clean and Inspect

1. The house should be thoroughly cleaned prior to any extended break.
2. Ensure furnace is operating.
3. Remove all perishable foods from dorm room and kitchen refrigerators
4. The rooms should be inspected by tenant and a chapter officer/house corporation officer to verify the rooms have been cleaned.
5. Confirm that heat registers are not blocked and combustible materials are safely stored. Not next to or in the same room as the hot water heater and HVAC system
6. Ensure all non-essential appliances and electronics have been unplugged.
7. Upon leaving, the tenants should:
• Unplug all nonessential appliances and electrical devices;
• Ensure heat registers are not blocked by personal belongings;
• Lock room door for security.

Prevent Pipe Freezing

When water freezes it expands. Therefore, if water in pipes is allowed to freeze, the pipes will burst. When the water in the pipes thaws, the result is massive leakage and severe damage to the house. Property loss from frozen water pipes is common. However, it can be avoided if the following steps are taken:

1. Do not turn off the heat in the chapter house. Ensure furnace is on and thermostat is set at or above 60 degrees Fahrenheit while the house is closed.
2. In extreme cold weather, open the indoor faucets slightly to allow water to trickle, as moving water does not freeze as easily.
3. Leave doors open in rooms that contain plumbing appliances so that warm air can circulate through these rooms. If piping is run through enclosed cabinets, such as lavatories in bathrooms or enclosed kitchen sink cabinets, leave the cabinet doors open to allow warm air to circulate in these spaces.
4. Turn the water supply to the building off at the main valve when leaving for break. Do so by draining the pipes by opening a faucet at the lower end of the system (basement or first floor) and a faucet at the upper end of the system (uppermost floor).
5. Ensure all hoses are removed from exterior water spigots/faucets.

Caretaker

A house corporation member, an undergraduate or a hired employee (caretaker/property manager) should be selected or hired to complete daily inspections of the house while the facility is closed for the holidays. This individual should:

1. Have a master key that allows them access to the whole house including individual rooms.
2. Do a daily walk-through to confirm no loss has occurred.
3. Have contact information for members of the house corporation, chapter officers, chapter adviser, and selected local alumni in case of emergency.
4. Have emergency response contacts.
5. Have contact information for property insurance provider.

The caretaker should check tenants’ rooms for the following:

1. Unnecessary damage. Any damage discovered should be documented;
2. Unplug all nonessential appliances and electrical devices;
3. Ensure heat registers are not blocked by personal belongings;
4. Lock room/suite door for security.

Fire Department and Police Notification

Be sure to notify the fire department and police department whether the chapter house will be open or closed, and make sure they know the individual to contact in the event of an emergency. If the police know your property will be closed, they will watch the premises more closely.

Fire Extinguishers and Safety Systems

Ensure premise is secure. The fire extinguishers and other smoke and fire safety systems should be checked and serviced routinely. It is an especially good time to test all the safety systems when the house is empty.

Doors and Windows

All doors and windows should be well insulated and locked. A security bar could be placed in the runner of each ground floor window. For theft prevention and energy conservation, the drapes and blinds should be closed.

Timers On Lights

Exterior lights help deter trespassers. Automatic timers are convenient and will ensure that the lights are turned on and off when desired.

Secure Expensive Items

If a specific storage closet is unavailable, one room should be designated for locking up all target items for burglars, such as stereos, TVs, VCRs, speakers, paintings, etc.

Protection Against Vandalism

Sometimes people break into a building simply for the sake of destruction. Composites, trophies, and chapter knick-knacks are often the target of such vandalism, and some of these items are irreplaceable. Make sure these types of memorabilia are safely locked up and out of sight.

Secure Outdoor Valuables

Lock up those items that could be easily stolen, such as yard tools, patio furniture, etc.

Snow Maintenance

Whether you hire a local person or appoint a chapter member who lives nearby, someone should be in charge of keeping the sidewalks clear of snow and ice. City ordinances usually require walks to be cleared immediately following a snowfall. Shoveled walks also give the impression that the building is occupied. Extremely heavy snows may require certain types of roofs to be shoveled and tree limbs brushed off to prevent damage.

This list of precautions described in the checklist is not intended only for chapters in the Northern and colder climates. Even in states where freeze is not a concern, there still remains exposure to other perils such as vandalism, fire, and plumbing related water damage that require a facility to be properly prepared for winter break and daily oversight of the facility.