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
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.
When winter weather strikes, drivers face out-of-the-ordinary challenges when they get behind the wheel. Snow, slush or icy roads are involved in nearly one in four weather-related vehicle crashes. These conditions can make it harder for drivers to see, slow down and stop – all factors that can increase the chances of an accident.
If you must travel during winter weather, preparing your car in advance, knowing the forecast and driving based on road conditions are three key ways to help you drive more safely. Following are some winter driving safety tips to help you prepare for the elements – before you face them – on the road.
Preparing Your Vehicle
As temperatures start to drop, it’s time to make sure your car is stocked with a winter driving survival kit, including an ice scraper, a snow shovel and sand or road salt. This way, you’ll be prepared if winter weather arrives while you’re away from home. It’s also a good time to check your tires to determine whether it’s time to replace them or whether you need snow tires.
A few habits to adopt regularly during the winter months can also help prepare you for a wintry drive. Keep your windshield wipers in good condition and your windshield fluid reservoir filled so you can clear snow and ice from your windshield. Make it a practice to keep your gas tank full so you can run your engine and stay warm if you get stuck or stranded.
Keeping your gas tank full in extended cold weather can also help minimize the amount of water vapor in your tank, which can freeze when temperatures drop. In addition to keeping the tank full, consider keeping your vehicle in a garage and using fuel additives such as dry gas to help eliminate water vapor that could freeze in your gas lines. You should also either drive or run your car in a well-ventilated area at least every few days to help avoid a dead battery, another cold weather concern.
Watching the Weather
If you plan to travel when inclement weather looms, monitor road and weather conditions by checking local news stations or Internet traffic and weather sites. You can sign up for weather alerts to receive text messages and optional alerts for your area. Do not check your phone while driving and avoid all unnecessary distractions when you’re behind the wheel.
Driving for Winter Conditions
Before you leave the driveway or parking lot, take time to clear snow and ice off your car, including your windows, mirrors, lights, reflectors, hood, roof and trunk. Drive with your headlights on and be sure to keep them clean to improve visibility. Use caution when snow banks limit your view of oncoming traffic.
As you get on the road, remember that speed limits are meant for dry roads, not roads covered in snow and ice. You should reduce your speed and increase your following distance as road conditions and visibility worsen. Avoid using cruise control in snowy or icy conditions – you want to have as much control over your car as possible. Be cautious on bridges and overpasses as they are commonly the first areas to become icy. Avoid passing snow plows and sand trucks because the drivers may have limited visibility and the road in front of them could be worse than the road behind.
Breaking Down or Getting Stuck
If you are unexpectedly caught in a snowstorm and are stranded or get stuck in snow, if your car is safely out of harm’s way, stay in your car and wait for help. You can run the car heater to stay warm for 10 minutes every hour, but first, make sure your exhaust pipe is clear of snow. There is a danger of carbon monoxide poisoning if snow blocks the pipe and enables the deadly gas to build up in your car. Open your window slightly to help prevent any buildup.
Remember, driving in winter weather can be challenging, even for experienced drivers. Slowing down, allowing increased time to come to a stop, wearing your seatbelt, devoting your full attention to the road and being aware of changing conditions can help you drive more safely. If your travel route takes you into remote areas with limited cell phone coverage, consider informing a third party of your travel plans and share with them your route and when you plan to arrive. This way, if you are overdue, first responders will know where to start looking. If you’re unsure whether it is safe to drive, consider waiting until the roads improve.
Source:
https://www.travelers.com/resources/auto/safe-driving/winter-driving-safety-tips