Provided by Willis North America

Protect your facility over Thanksgiving and Winter Break

What is the damage?

• Freeze, water damage and vandalism claims are the most frequent occuring claims from November through January.

Why did this happen?

• Chapter members turned off the heat thinking they would save some money.
• The pilot light on the furnance blew out.
• No one was in charge of checking on the house over the holiday breaks.
• The chapter house was not securely locked making it an attractive target to vandals and thieves.

No one got hurt, what is the problem?

• Chapter members return from Thanksgiving and/or Winter break to a mess, or worse yet, no place to live because of the significant extend of damage.
• A significant deductible is incurred, causing further strain to an already stretched budget.
• Property premiums increase, because of these claims, which every member helps to pay.

How do we prevent this from happening?

• Turn the heat down to no less than 60 degrees, don’t turn the heat off.
• Have a house corporation officer or undergraduate member stop by the house daily to make certain the house is secure, there has not been a loss and the heat is working.
• Spend a little money to save a lot of money not mention avoid a hassle.
  • Have the furnance or boiler serviced this fall.
  • Fix all broken windows.
  • If a local undergraduate or alumnus can’t be counted on to check the house, hire someone to do it for you over the break.
• Call your heating contractor immediately if there is a problem with the furnace and take immediate action to prevent further damage.

It is important to also be aware of your outside property. To help reduce the risk of injuries of members, guests, or other people just passing by your house, make sure that snow is removed and ice is treated in a timely fashion.

During the winter of 2008-2009 (November-January), 49 claims were reported under the FPMA (Fraternal Property Management Association) property insurance policy resulting in over $3,000,000 in claim payments.

In many cases, the extent of the damage was exacerbated resulting from little to no oversight of the facility over the extended winter break. In one case, a facility was not inspected regularly during the break period. A passerby noticed water pouring out the front door from a leak on the second floor. Damage totaled more than $300,000 and would likely have been significantly less had the problem been identified earlier. In another case, the heat was turned off in a chapter house locted in a part of the country where the weather does not typically dip below the freezing mark. Unfortunately for this chapter, the weather became unusually cold, leading to frozen pipes and water damgage. There was no insurance coverage for this claim, as the owners failed to maintain heat in the building.

Article was originally published on Within These Walls on November 20, 2009

1. The chapter’s bylaws should exist that require all members to live in the chapter facility for at least 1 year. (Depending on the size of the facility and the chapter facility, this minimum requirement might need to be higher)
2. The chapter should require all of the officers to live in the house. If an officer is unable to fulfill his duties, then he needs to eithe find a replacement or step down from his position.
3. Housing leases should be handed out to all members (that have either not met the above minimum requirement, or who wish to continue living in the facility) by no later than November 1st for the next academic year. This may need to be done sooner, depending on when off-campus apartments and the residence halls start signing leases for the upcoming year.
4. Collect all signed leases and damage deposits once the chapter returns from winter break, if not sooner.
5. If enough signed leases have been collected to completely fill the house, then;
1. Select members to live in the facility based on highest grade point average or service to the fraternity.
2. Create a waiting list for brothers that were unable to move in, again based upon grade point average and/or service (community service/philanthropy).
3. Select room assignments again based upon grade point average.
6. If not enough signed leases have been collected to completely fill the house, then:
1. Enforce the bylaws.
2. Select members to live in the facility based upon a lottery draft.
3. charge the undergraduate chapter the amount that the vacancies will cost the house corporation (i.e. if there are 2 vacancies and the corporation charges $300 a month for rent, then the undergraduate chapter owes the corporation$600 a month).
7. The house corporation also has a duty to provide a house that is a clean and safe residential living environment to its brothers and guests. The fraternity house should be a “home away from home” where brothers live and learn together.
8. FOLLOW UP – The brothers are thinking about holiday break and final exams. Unfortunately, filling the house and signing leases are not at the top of their list. House corporation officers should follow up with the brothers, then follow up and once again follow up.

The following checklist provides the ground work for the house corporations to have an one hour session with the undergraduates:

1. Are smoke alarms installed? Working?
2. How old are the smoke alarms?
3. How often are the smoke alarms checked and batteries changed?
4. Are there at least two ways to exit your living space and your building?
5. Do the upper floors have a fire escape or ladder available for each bedroom? (if there are multiple floors)
6. Are the living unit doors rated for fire?
7. Are fire extinguishers available? Working?
8. Were the fire extinguishers inspected within the last year?
9. Is a sprinkler system installed?
10. Is the electrical wiring adequate?
11. Is the building regularly inspected by the local fire department or college emergency management office for safety?
12. What is the owner’s policy and method for correcting safety problems in the building?
13. Has there ever been a fire in this building? If so, identify the cause.
14. Does the residence have a gas or electric stove/oven?
15. Do you know how to use the appliance(s) correctly?
16. Where is the nearest fire hydrant on the street?
17. Who is responsible for keeping it cleared in the winter season?
18. Did the school recommend the unit for student housing?
19. Is the owner a member in good standing in a landlord/tenant association or other housing association?
20. Has the city and/or university received any safety complaints regarding this building?

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.

For Delta Phi Chapter at the University of North Texas, that’s exactly what happened this past year. Over the last several months, Delta Phi has been busy building an approximately 15,000 sq. ft. house between Kappa Sigma and Sigma Phi Epsilon, just off Maple Street in Denton, TX. As with any construction project, the chapter has had multiple hurdles to overcome. But because of their dedicated alumni and undergraduates, Delta Phi celebrated the completion of their new home just in time for the fall. The new house has 21 bedrooms (including a president’s suite) and can house 41 brothers.

Even after a successful capital campaign, it was difficult for the house corporation to make up the difference in costs on its own without additional funding. However, with the support of The Norwich Housing Corporation (NHC), Delta Phi was able to secure the needed funds to build its brand new house.

As Delta Phi House Corporation President Ed Coker explained after applying for a NHC loan, “A new house represents the chpater of the past, present and future.”

Many times alumni get busy with day-to-day routines and forget to sit back and remember the celebratory moments that they experience with the Fraternity. Every alumnus is encouraged to make plans to visit their alma mater and their old home-away-from-home. Whether you go to see a brand new house, like at Delta Phi, or to provide a little advice, now is the time to go back home. Your visit could have a positive impact on your chapter and the Fraternity for years to come.

Every year college and university students experience a growing number of fire-related emergencies. There are several causes for these fires, however, most are due to a general lack of knowledge about fire safety and prevention.

The United States Fire Administration (USFA) offers these tips to help reduce and prevent the loss of life and property in dormitory and university housing fires.

The Facts

In most cases where fire fatalities occurred on college campuses, alcohol was a factor. There is a strong link between alcohol and fire deaths. In more than 50% of adult fire fatalities, victims were under the influence at the time of the fire. Alcohol abuse often impairs judgment and hampers evacuation efforts. Cooking is the leading cause of fire injuries on college campuses, closely followed by careless smoking and arson.

The Cause

Many factors contribute to the problem of dormitory housing fires.

• Improper actions prior to notifying the fire department delays emergency response.
• Student apathy is prevalent. Many are unaware that fire is a risk or threat in the environment.
• Evacuation efforts are hindered since fire alarms are often ignored.
• Building evacuations are delayed due to lack of preparation and preplanning.
• Vandalized and improperly maintained smoke alarms and fire alarm systems inhibit early detection of fires.
• Misuse of cooking appliances, overloaded electrical circuits and extension cords increase the risk of fires.

Safety Precautions

• Provide students with a program for fire safety and prevention.
• Teach students how to properly notify the fire department, not everyone uses the 911 system.
• Install smoke alarms in every dormitory room and every level of housing facilities.
• Maintain and regularly test smoke alarms and fire alarm systems.
• Regularly inspect rooms and buildings for fire hazards. Ask your local fire department for assistance.
• Inspect exit doors and windows and make sure they are working properly.
• It is extremely important to keep fire doors closed!
• Create and update detailed floor plans of buildings, and make them available to emergency personnel, resident advisors and students.
• Conduct fire drills and practice escape routes and evacuation plans. Urge students to take each alarm seriously.
• Encourage students to know two ways to escape in the event of a fire.
• Do not overload electrical outlets and make sure UL-labeled extension cords are used.
• Learn to properly use and maintain heating and cooking appliances.
• Be extremely careful with coffee pots, toasters, toaster ovens and appliances that get hot!
• Only cook where permitted and never leave the area while cooking.

GOOD QUESTIONS TO ASK BEFORE MOVING IN OR SIGNING A LEASE.

1. Are working smoke alarms installed? (Preferably in each bedroom, interconnected so all sound if any one detects smoke)
2. Are there at least two ways to exit your bedroom and your building?
3. Do the upper floors of the building have at least two interior stairs, or a fire escape?
4. Is a fire sprinkler system installed and maintained inside the building?
5. Are the existing electrical outlets adequate for all of your appliances and equipment without the need for extension cords?  Use a UL-labeled powerstrip for your computer and its accessories.
6. Are there EXIT signs in the building hallways to indicate accessible escape routes?
7. Does the building have a fire alarm system installed and maintained?
8. Has the building’s heating system been inspected recently (in the last year)?
9. Is the building address clearly posted to allow emergency services to find you quickly in the event of an emergency?
10. Does the sprinkler system or fire alarm system send a signal to the local fire department or campus security?

There are an estimated 3800 university housing fires each year in the Unites States from 2007 to 2009.  During this time period, the fires occurred most frequently in September and October (2007 – 2009).  Most of these fires occur between 5 PM and 10 PM when students are preparing or cooking meals. 

Whether students live on or off campus they often forget the basic messages of fire safety.  For most of the students the last fire safety training they received was in grade school.  It is important for all students to understand fire risks and know the preventive measures that could save their lives.  Parents also play a role in this and their understanding of fire safety is vital when their children are moving into off campus housing.

I would like to thank the Center for Campus Fire Safety and the University of Maryland Fire Marshal’s Office for contributing to this article.

Links:

• www.campusfiresafety.org
• www.des.umd.edu/fire/
• www.ul.com/global/eng/pages/corporate/newsroom/storyideas/campusfiresafety/
•  www.campusfiresafety.com
• www.campus-firewatch.com

J. Dennis Gentzel is a graduate of the University of Maryland with a B.S. degree in Fire Protection. He is a retired Maryland State Fire Marshal and is licensed professional engineer within the state. His son is following his footsteps and pursuing a degree in Fire Protection Engineering. Dennis can be contacted at john.gentzel@dhs.gov or at 301-447-7574.  For more information on fire safety please visit the United States Fire Administration at www.usfa.dhs.gov 

Omega Repurchases Chapter House after 5 Years

Richard Maltz, Omega House Corporation President

Theta Chi of Penn State, Inc. is pleased to announce that prior to Penn State’s Homecoming weekend, the alumni corporation completed the repurchase of the chapter house at 523 South Allen Street from the Norwich Housing Corporation. Theta Chi of Penn State secured a primary loan with a local State College bank and a 2nd mortgage from Norwich.

Having sold the house to National five years ago, Norwich took great care of our chapter house. They brought the house up to code and took care of many other issues with the property.

We thank Norwich Housing Corporation and its officers for helping Omega Chapter in their time of need and for caring for our home the last five years. All of Omega’s brothers owe them a huge debt of gratitude.

To follow the news at Omega/Penn State, check out their website at www.thetachiomega.com

With programs such as the low-interest Life Safety Loan and the Ladue Emergency Loan, the NHC is a leader among national fraternal organizations by providing funding for housing construction and renovation projects.

Housing is a key component to the Fraternity’s growth and success. Working together, the NHC and Theta Chi house corporations can meet the needs of today’s students and improve our ability to compete in the modern housing market.

For more information about the NHC, or to request a loan application, please contact the International Headquarters by calling 317-824-1881 or e-mailing norwich_loans@thetachi.org

The Forum will offer educational workshops, conducted by some of the nation’s leading fire safety and industry professionals, and hosted networking receptions. The Forum will also be showcasing the advancements in products that provide solutions to campus fire safety enhancements. And don’t forget the Town Meeting, which has always been a highly successful group discussion forum.

On Tuesday, November 8, several representatives from the Greek community will be presenting and discussing several sessions regarding Greek housing  

The 2011 Greek presenters include:

• Jereme Grinslade, Director of Alumni & Real Estate,Theta Chi Fraternity; Administrative Officer, The Norwich Housing Corporation
• Andy Longo, Director of Residential Life, Delta Tau Delta
• Sara Sterley, Director of Risk Management Education, MJ Insurance
• Mick McGill, VP Client Advocacy, Willis

This panel will be part of two programs: Greek Housing 1o1 – “It’s all Greek to Me” and Greek Housing 102 – “What’s Trending Now”

Greek Housing 101 – “It’s all Greek to Me”

A nuts and bolt’s panel sharing session about how to better understand the Greek organizational structure. A panel of Insurance and Greek Housing professionals will answer a variety of questions provided and moderated by CCFS Board Members, Janet Maupin and Tim Knisely. Participants of this session will receive a take away packet on “Greek 101” developed by MJ Insurance and Top 10 Questions/Answers about retrofitting sprinkler systems.

Some of the topics for discussion include the following:

• Where is everyone on the Sprinkler Curve? There are differences between how sororities and fraternities are getting this accomplished.
• The differences in housing issues for Fraternities versus Sororities
• Differences between Fraternity and Sororities and the organizational makeup of their national corporations
• “Greek 101″ – A take away packet by Sara Sterley (MJ Insurance)
• Top 10 Questions/Answers about retrofitting sprinkler systems
• Willis has an intensive inspection program.  It is robust and serious, so see how we can work together by learning about their process.

Greek Housing 102 – “What’s Trending Now”

This session is about sharing trends and connecting attendees with the resources available. During this hour the Greek Panelists will talk about trends and the future of the Greek population on college campuses, as well as provide ideas for programming, partnerships, new media and training. Our insurance specialists on the panel will talk about insurance trends and their experience with claims. They will share various areas of growth. Other specialty topics include how social media plays a role in the management of the facilities. They want to hear from our attendees what is being offered on YOUR campus.

• Social media;
• Alcohol in Greek Housing;
• Partnerships with locals, using state fire to teach local chapters escape plans and national corporation officers for the adult administrators;
• Building trends within the Greek environment.
• A discussion of how we might be prepared to help train House Directors
• Ideas on building relationships and partnerships with Chapter Presidents and local Fire and Police.
• New programming for transfer Greeks

Register TODAY at www.campusfiresafety.org

Campus Fire Forum History – Campus Fire Forum is the only national conference that focuses exclusively on campus fire safety issues and continues to offer you the opportunity to learn from the experts and interact with campus fire safety professionals from across the country. Hundreds of attendees representing colleges, universities, fire officials, city and state authorities and many other disciplines will be in attendance. This the official Campus Fire Forum, presented by The Center for Campus Fire Safety (CCFS), the nation’s only non-profit organization devoted to reducing the loss of life from fire at our nation’s campuses. Beginning over 11 years ago, as an “invitation only” event, the Campus Fire Forum has steadily grown in popularity and is now now the nation’s premiere conference focusing specifically on fire safety in the campus community. Join your colleagues and network with your peers from across the country and around the world. From the educational sessions, vendor’s exhibit and the popular Town Meeting, you’ll gain new ideas and proven techniques to protect your campus community.

BEFORE THE STORM

• Review/update business continuity/disaster recovery plan.
• Review procedures with your internal emergency response team to ensure all positions are filled and all members are properly trained.
• Make sure that all of the brothers in the chapter share contact information with each other.
• Make sure the house corporation and chapter advisers have contact information for brothers living in and out of the house.
• Check the general condition of the building – specifically the roof covering, roof flashing and roof drains. Make all necessary repairs.
• Order emergency supplies such as plywood for windows, mops, brooms, tarpaulins for key equipment, sandbags, etc.
• Identify key equipment, stock and supplies, and vital records that will need to be relocated or moved.
• Assemble materials needed to secure outside and/or roof mounted equipment such as cranes, signs, trailers and HVAC equipment.
• Monitor commercial TV, radio and/or internet web sites to keep abreast of weather conditions and issuance of watches and/or warnings.
• Test all generators, emergency lighting, UPS equipment and sump pumps to ensure proper operation.

IMPENDING STORM

• Implement business continuity/disaster recovery plan.
• Shut down operations in an orderly manner and in accordance with emergency shutdown procedures.
• Check all fire protection equipment such as sprinkler control valves and fire pumps.
• Fuel all fire pumps, generators, company vehicles and power equipment such as saws, etc.
• Install hurricane shutters or plywood over windows and doors.
• Cover computers, machinery and stock and supplies with tarpaulins.
• If possible, remove any equipment, finished goods and other items from the floor.
• Secure valuables of historical importance to the chapter that can’t be replaced.
• Secure outside and/or roof mounted equipment such as cranes, signs trailers and HVAC equpment.
• If necessary, turn off utilities to reduce the possibility of a fire/explosion.
• Conduct final inspection of building and make emergency repairs.

AFTER THE STORM

• Secure the facility.
• Survey the damage. Take pictures of any damage to the buildings and their contents.
• Avoid loose or dangling power lines and report them to the local utility company, police or fire department.
• Before utilities are returned to service, check for gas leaks, look for electrical system damage and check for sewage and water line damage.
• Begin salvage operations as soon as possible.
• Clean debris from roofs and property if safe to do so.
• Use telephone only for emergency calls.
• Use pre-established property conservation programs such as sprinkler impairment procedures and cutting and welding permits when repairs commence.
• Stay tuned to local radio for information.
• Critique pre- and post-storm actions to identify strengths and weaknesses and make necessary modifications to prepare for the next emergency.

• Water damage, when left unaddressed can lead to mold growth.

For further information or questions regarding risk prevention and educational resources or materials, please contact Willis North America at 1-800-736-4327. Willis offers this educational information to provoke thought and discussion and it should not be viewed as a mandate or requirement.We view part of our role as an insurance and risk management professional to anticipate your needs and educate you in an effort to complement the organization’s loss prevention and control efforts, not replace the decision making autonomy of our client organizations.