Corporations can find multiple resources on the Theta Chi website that you can use to prepare your house for the upcoming break, whether or not the house will be occupied. By following the steps outlined in several of the checklists you may avoid the expense associated with a claim and restoring the damaged area and continue to provide a safe and healthy environment for your collegiate members.

Good luck as you prepare your chapter house for the upcoming break. If chapter officers are responsible for some of these activities, make sure that they provide appropriate follow up with the House Corporation or Property Management team. Please feel free to share it with any interested staff or volunteers.

Association of Fraternal Leadership & Values
www.housedirectors.org

The Association of Fraternal Leadership & Values is proud to support the House Directors that play such a vital role in the chapter house management of our undergraduate fraternity and sorority chapters across the country. Each summer they host a national conference for House Directors in a different geographical location. This conference is intended to provide an opportunity for fraternity and sorority House Directors to gain valuable skills and keep up with the issues that impact them in today’s ever changing market.

This year’s event has a House Corporation track!

The House Corporation Track is designed to educate and develop House Corporation board members and professionals on today’s issues in the fraternal housing industry. This track will go in depth on the following seven areas:

1. The Importance of Property Assessments

Addressing health and safety concerns, determining the health of the structure and the housing board, and developing a capital plan.

2. Developing Your Capital Plan

Determining options regarding renovation or building new, determining costs, and creating your vision to drive your case for support.

3. Raising Capital

Developing a planning study, establishing fundraising goals, evaluating the readiness of the housing board, and running a well-organized capital campaign.

4. Construction

Learning the ins and outs of project management, developing a timeline.

5. Insurance and Surety

What needs to be considered in all phases of construction and, once occupied (including personal belongings); understanding the issues and challenges of insurance.

6. Developing an Ongoing Facility Plan

Effective ways to develop, implement, and enforce policies; supervising care and maintenance; creating contracts.

7. Alumni Development

Developing a regular communications program as well as an annual appeal for financial support of the home.

 Registration:

Register for the conference here. For those who cannot attend the entire National House Director’s Conference (June 21-24), a one-day registration option is available for Saturday, June 23. This one-day rate is $150 prior to April 1 and $175 after April 1).

 Please Note: programming on Thursday and Friday of the National House Director’s Conference will be applicable to Housing Corporation Officers. Consider attending the entire conference with your House Director!

For questions, more information, or assistance with registration, please contact Tricia Fechter, Director of Member Services, at 970-372-1174 or tricia@aflv.org.

By Richard Jungman – Vice President – Client Services & Operations, HRH/Kirklin & Co., LLC

Lessons learned after a loss happens are stressful and can create financial havoc for your chapter. A lesson many have learned after a loss has occurred is the stress of documenting a business personal property claim and the financial impact of being underinsured. The commitment of a little time and attention to detail in the development of a Business Personal Property Inventory can help avoid this from happening to you and your chapter.

An inventory of the House Corporation’s Business Personal Property assists in two primary ways:

1. It is a tool to properly assess the House Corporation’s needs regarding insurance for its Business Personal Property. After you have completed an inventory, compare it to the current limit purchased under the House Corporation’s Commercial Property Insurance Policy.

2. If a loss should occur, it will be a significant time saver when settling the claim with the insurance adjuster.

A few helpful tips can make completing a comprehensive inventory easier and more accurate.

1. Create your inventory room by room. Breaking any large project down into components is a key to it being completed timely and accurately. By completing the inventory room by room, the chances items are missed is reduced resulting in a more accurate, detailed inventory.

2. Provide specifics within the inventory. Describe the property in detail. Where applicable, provide the make, model number, serial number, date of purchase and where it was purchased. With detailed records, you will be assured if a loss happens; the property will be replaced with property of equivalent like, kind and quality. It will also be helpful when determining the appropriate replacement value of the House Corporation’s contents for insuring purposes.

3. Use today’s technologies to your advantage:

a. Retain receipts. For significant purchases, it is recommended receipts be retained. In today’s digital age, receipts can easily, quickly and efficiently be retained by scanning them and saving them as PDF file or other image.

b. Keep visual records in addition to the inventory. Photograph or video tape the items. Be sure to properly label each item photographed or video taped. While you might be the one documenting the House Corporation’s Business Personal Property, you might not be the one using it to provide documentation needed to settle an insurance claim.

4. Once you have completed the necessary steps, save the records in a safe place. It is also recommended, more than one person on the House Corporation Board retain copies.

5. Make sure to update it annually. The hard work is getting the initial inventory done, but it does not stop there. Take the time prior to each year’s renewal to update your inventory. Remove items which are no longer owned or worth insuring and make sure recent purchases have been added.

A sample Business Personal Property Inventory worksheet is available for downloading at www.kirklin.com under the Risk Management Resources section of the website.

In most insurance policies a separate policy or a separate limit for fine arts must be declared in order to provide more than minimal coverage under a commercial property policy.

The Fraternal Property Management Association Replacement Cost policy, under Business Personal Property, includes personal property in the facility owned or leased by the House Corporation or Chapter. This includes fine arts and composites on display or stored in the facility. It does not include personal property owned by your tenants. This coverage is written on an Agreed Amount basis, unless we receive a Replacement Cost Inventory from you.

If we receive an itemized inventory of your business personal property listing each item and a reasonable estimate of replacement cost, and you are notified it is approved, RSUI Indemnity Company will provide Guaranteed Replacement Cost on these items. Contact your Client Manager at Willis to discuss your specific needs.

When insuring your fine arts and business personal property, the key is to think and plan ahead. Make certain that that your Business Personal Property limits are sufficient to coverage all of your valuables as well as all your other business personal property. We recommend fine arts of a high value and/or “one of a kind” items be appraised by a professional appraisal company to establish an accurate market or reproduction/replication cost. Also keep detailed records of your fine arts, including information about each work of art and keep multiple clear photographs of each item. The appraisal and all other information should be retained by the House Corporation in a safe place away from your facility and provide a copy to Willis when remitting your completed Replacement Cost Inventory.

While insurance may cover theft, fire or water damage, other things such as gradual deterioration, such as fading or cracking will not be covered. Some recommendations for protecting your art are:

• Ultraviolet light will cause severe and often irreversible damage to art, especially paper, textiles and photographs. Shut all lights when the room is not being used, and keep curtains or shades drawn. In rooms containing many fine art items, consider installing UV filtering film on windows.
• Keep your facility at a constant temperature of approximately 75 degrees Fahrenheit and 55% relative humidity. Never hang artwork or a valuable object over a fireplace. Heat, smoke and ash can easily ruin artwork.
• Install water alert sensors in areas of your facility that are susceptible to water damage, such as above ceiling trays and underneath washers and dryers and radiators.
• Install smoke detectors within 100 feet of the objects you wish to protect.
• Do not store fine art or carpets in basements or attics. These parts of the facility are susceptible to dramatic temperature changes, flooding and leaks.

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. They view part of their 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 their client organizations.

Mold and moisture can be a real problem for property owners and managers. Not only can mold spread and cause a great deal of damage to the physical structure over time, the presence of mold can result in health problems for residents of an affected structure. There are steps you can take to protect both your residents and your property.

Moisture and Mold Prevention and Control Tips

• When water leaks or spills occur indoors – ACT QUICKLY. If wet or damp materials or areas are dried 24-48 hours after a leak or spill happens, in most cases mold will not grow.
• Clean and repair roof gutters regularly.
• Make sure the ground slopes away from the building foundation, so that water does not enter or collect around the foundation.
• Keep air conditioning drip pans clean and the drain lines unobstructed and flowing properly.
• Keep indoor humidity low. If possible, keep indoor humidity below 60 percent (ideally between 30 and 50 percent) relative humidity. Relative humidity can be measured with a moisture or humidity meter, a small, inexpensive ($10-$50) instrument available at many hardware stores.
• If you see condensation or moisture collecting on windows, walls or pipes ACT QUICKLY to dry the wet surface and reduce the moisture/water source. Condensation can be a sign of high humidity.

Actions that will help to reduce humidity

• Vent appliances that produce moisture, such as clothes dryers, stoves, and kerosene heaters to the outside where possible. (Combustion appliances such as stoves and kerosene heaters produce water vapor and will increase the humidity unless vented to the outside.)
• Use air conditioners and/or de-humidifiers when needed.
• Run the bathroom fan or open the window when showering. Use exhaust fans or open windows whenever cooking, running the dishwasher or dishwashing, etc.

Actions that will help prevent condensation

• Reduce the humidity.
• Increase ventilation or air movement by opening doors and/or windows, when practical. Use fans as needed.
• Cover cold surfaces, such as cold water pipes, with insulation.
• Increase air temperature.

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. They view part of their 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 their client organizations.

A great many failures of air conditioning systems take place at start-up or early in the cooling season because of inoperative controls or safety devices. Most of these accidents could have been prevented if a little more attention had been paid to readying the equipment for service. We therefore recommend that the following measures be taken to ensure a trouble-free cooling season and reduce the likelihood of equipment malfunction.

The tips offered here are intended to complement and not replace the recommendation of the equipment manufacturer.

COMPRESSORS

• Energize the crankcase heaters for at least eight hours before start-up and before taking insulation resistance readings of hermetic motor windings. Crankcase heaters should be left energized for the rest of the season so that whenever the compressor is idle, the heater will prevent refrigerant “migration” to the crankcase.
• Test the lubricating oil for color and acidity, and check crankcase oil level.

MOTORS

• Check the air passages of open motors for cleanliness and obstructions.
• Check the condition of and lubricate bearings.
• Take insulation resistance readings. If the readings indicate less than one megohm resistance, don’t start the motor. Check for the cause of the low resistance.

MOTOR CONTROLS

• Inspect starter contacts for deterioration from short cycling, arcing, or corrosion.
• Check terminal connections for tightness.
• Examine the overload protection for defects, and for proper size.
• Check mechanical linkages for binding and excessive looseness.
• Check timing devices for correct operating sequence.

OPERATING AND SAFETY CONTROLS

• Determine that the controls are properly calibrated and in working order particularly thermostatic controls, oil pressure safety switches and flow switches.

REFRIGERANT CIRCUITS

• Be sure the circuit is equipped with a moisture indicator and if moisture is indicated, install new liquid line filter/drier cores. Determine and correct the source of the moisture.
• Check the expansion valve for proper operation and superheat settings over the full range of operation.

CONDENSERS AND EVAPORATORS

• Ensure that proper cleaning of heat transfer surfaces for the type of unit in use has been completed prior to operation.
• Cooling towers: Check the baffles for tightness and soundness. Clean the baffles, sump and the spray nozzles. Check the make-up water valve for proper operation.

PUMPS

• Check the bearings, packings, shaft couplings, and seals. Lubricate bearings.

FANS

• Check for broken, cracked, bent or loose blades. Check hubs, fan shaft and bearings.
• Check the belt condition and belt tension.
• Replace air filters.

PIPING

• Check all piping supports for signs of distress.
• Check for external damage and excessive vibration.

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.

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.