In this issue of our monthly newsletter, we cover risky activity reminders for spring events, concerns about vacant properties, some risk management concerns about ChatGPT to be aware of, and we shared a bunch of new resources to prevent water damage at the chapter house.
The MJ Sorority Insurance Program is designed to provide comprehensive coverage to owned property that is currently housing chapter members. Any leased properties must be assessed on a case by case basis to determine coverage eligibility.
Our current policies presume third party tenants have their own property insurance coverage, which should be recorded in conjunction with the executed lease agreement.
To assess continued coverage eligibility under the your insurance policy, MJ Sorority needs to have a copy of the current lease agreement attached to the property in question. Reviewing your lease agreement will provide us with the necessary information to determine continued eligibility under the current insurance program.
In addition to a copy of the Lease Agreement, we will need to determine if the following risk management guidelines are in place:
Tenant is a single sex organization: ___ Yes ___ No
Adult employee/supervisor is living on the premises: ___ Yes ___ No
Open Flames are prohibited ___ Yes ___ No
Alcohol is prohibited ___ Yes ___ No
Property Manager hired to oversee property ___ Yes ___ No
Also, please provide the following information:
- How long has this location been rented to a third party?
- When does the lease term end?
- What are the future plans for this property and when? (e.g. sell, demolish, rent, house chapter members)
If you have a leased property, please provide your Client Executive with the information requested above.
Water damage poses a significant threat to sorority chapter houses, often resulting in costly repairs, business interruptions, and reputation damage. In this resource, we share tips and strategies to effectively prevent water damage and safeguard the integrity of sorority chapter houses. For a shorter, visual resource, click here.
Prevent sewer and wastewater system backups
- Pay special attention during times of heavy rain, as sewers can get overwhelmed, becoming blocked, resulting in a back-up causing polluted water to flow directly into the chapter house.
- Have an emergency plan for shutting down inflow systems.
- Install water detection sensors behind these systems.
Prevent Water Heater Issues
- The typical lifespan of a water heater is 8-10 years so have a replacement program in place.
- Routinely look for signs of rust and corrosion.
- Keep water pressure no higher than 80 psi / 552 kFa
- Install a catch pan (drip pan) under the heater to catch small leaks
- Install water detection sensors behind these systems
Keep HVAC Equipment Working Well
- Look for clogged drains, frozen evaporator coils, and pipes not properly connected, which are primary culprits of HVAC leaks.
- Change filters regularly to keep unit from overworking.
- Make sure condensation drain line is clear on a monthly basis.
- Install water detection sensors especially in unheated spaces that have piping concealed.
Pay Attention to the Plumbing
Domestic plumbing is the primary culprit of water damage. Most claims involve leaking pipes caused by corrosion, pipe burst, or failure. Failure to prevent and control corrosion is the root cause. Unfortunately, most corrosion is internal and is not easily identified. Galvanic corrosion is one of the most common types of corrosion.
- Look for visible corrosion
- Listen and watch for rattling, shock or vibration when water is turned on or off, which might indicate a piping support issue
- Replace piping that is over forty years old
- Look for blue or green staining on sinks or taps, which indicates high concentrations of carbon dioxide.
- Check for acidic water and treat hard water.
Plumbing in Bathrooms and Kitchens
- Keep an eye on toilets, sinks, and other common bathroom fixtures, especially in multi-story houses with stacked plumbing. Make sure resident members bring all leaks to the attention of either the House Director or the Collegiate House Officer.
- Inspect all plumbing hoses periodically, especially their coupling connections.
- Replace hoses that show signs of imminent failure. Most manufacturers recommend hoses to be replaced every 3-5 years.
- Install water detection sensors under sinks, dishwashers, ice makers, laundry washing machines and other appliances.
To Keep Roofs from Leaking
- Conduct routine inspection and maintenance
- Repair all conditions that affect the viability of the roof
- Unclog roof drains and gutters
- Safely remove excess snow and ice from the roof
Water is invasive and there are some things even the very best insurance coverage can’t replace. When it comes to water, the best protection is risk prevention and it’s more critical than ever. 55% of property claims in the MJ Sorority program are due to water-related issues, from burst water pipes to sewer and drain backups. Given the age of many of our properties, these occurrences are not unexpected. For more information on how and why to install leak protection systems, including a 5% premium credit, please refer to our paper on leak protection.
Therefore, proactive risk prevention measures are paramount, especially in the face of these challenges. Adopting technological solutions can greatly enhance a chapter house’s water protection system. Here are four key types of technology solutions that can be employed:
- Smart Leak Detectors / Sensors: These devices serve as the frontline defense against water damage by detecting moisture and leaks throughout the property. Strategically placed sensors can promptly alert housing corporations and property managers via mobile notifications upon detecting any signs of leakage.
- Smart Water Monitors: By monitoring water flow within the chapter house, these devices can identify abnormal patterns indicative of leaks. They can be integrated with plumbing systems to provide real-time alerts in case of leaks, and some models offer insights into water usage for efficient conservation.
- Smart Water Shut-Off Valves: These valves provide a proactive approach to mitigating water damage by automatically shutting off the water supply in the event of a detected leak. Remote activation capabilities enable housing corporation personnel and property managers to control the valve even when away from the property.
- Freeze Sensors: Designed to prevent frozen pipes, these sensors detect temperature drops within the property and trigger alerts or notifications when temperatures reach critical levels, typically around 45°F (7°C).
In addition to technological solutions, implementing a comprehensive preventative maintenance program is essential. Regular inspections by professionals can identify vulnerable areas and minimize downtime, enhancing overall reliability.
Given the persistent challenges posed by water damage, the MJ Sorority Program strongly recommends the adoption of these advanced technologies. Because of the potential damage caused by water leaks in the chapter house, we have negotiated with the property insurance carrier to offer our clients who install leak detection systems with the applicable monitoring functionality a five percent credit to their property premium.
Consider using one of these best-in-class leak detection technology companies:
Other leak detection companies that we have researched include the following:
Failure to address water damage proactively may lead to increased insurance deductibles and further financial strain. As such, property managers are urged to explore and implement these solutions to safeguard their chapter houses effectively.
Winter weather risk management reminders and resources in our winter weather risk management bulletin, including: frozen pipes review and mitigation, webinar with Ryan Protection and Salamander, and other important weather-related information.
Help us welcome our new Director of Risk Management Education and learn more about Kit Moorman. Learn more and read our press release.
Winter can be a harsh season for fire protection systems. Use this checklist from Ryan Fireprotection of best practices for preparing your system for the winter.
In the November 2023 issue of News & Notes, we cover the following topics: Thanksgiving break closing checklist and reminders, minimizing virus outbreaks at the chapter house, kitchen safety reminders and recommendations, and we share a webinar about designing with Gen Zers in mind.
As winter arrives, it is important that we consider the potential of freeze claims, especially during breaks for the upcoming holidays. Preventing frozen pipes is probably the most important consideration over the winter breaks, but closing the chapter house before Thanksgiving and winter breaks involves several additional tasks to ensure that everything is in order and secure. Here’s a checklist we’ve developed to help:
Before break:
- Schedule a house-wide cleaning. Make sure all common areas are clean and tidy, and that all personal belongings are removed from shared spaces.
- Unplug all non-essential appliances. This includes electronics, lamps, and small kitchen appliances.
- Keep the heat on. Set the thermostat at or above 60 degrees during breaks to ensure the pipes don’t freeze.
- Dispose of perishable items in the kitchen.
- Close all windows and doors securely. This will help to keep out pests and drafts.
- Lock all doors and windows. Make sure all windows and doors are locked.
- Notify the police and fire department that the house will be vacant. This will help to ensure that they are aware of the situation in case of an emergency.
During the break:
- Have someone check on the house regularly.
- Shovel snow and ice from the sidewalks and walkways. This will help to prevent slips and falls.
- Clear any fallen branches or other debris from the yard. This will help to prevent damage to the house or property.
After returning:
- Check for any leaks or damage to the house. Contact Heather Cox, MJ’s Claims Service Manager, if you notice any damage.
- Turn up the thermostat and let the house warm up.
Additional tips:
- Leave a list of emergency contact information in a visible location. This could include the names and phone numbers of the House Corporation President, house director, and local police and fire department.
- Consider having a professional plumber winterize the house for longer breaks. This will help to prevent pipes from freezing.
- Consider installing a water detection/heat monitoring system. Learn more here.
- Review our resource on preventing frozen pipes. Be prepared before cold temperatures arrive by reviewing our resource on preventing frozen pipes in the first place.
This edition of the MJ Sorority newsletter covers the following topics: chapter security webinar, winter driving reminders and infographic, preventing check fraud, 2024 economic outlook, FAQs, and more.
