Summer often brings quieter campuses—but it also brings an uptick in severe weather risks. From torrential rain and flash flooding to high winds, hurricanes, and even tornadoes, the summer season can cause serious property damage, particularly when chapter houses are unoccupied or unmonitored.
While you can’t prevent storms, you can reduce their impact by preparing the facility in advance. Here are five smart steps house corporations and property managers can take now to protect the chapter house during the summer months.
1. Identify and Address Hidden Vulnerabilities
Storm damage is often worsened by small maintenance issues that have gone unnoticed. Roof leaks, cracked foundations, blocked drainage, or worn seals around doors and windows can all become big problems when severe weather hits.
Before the height of summer storm season, walk the property or coordinate a professional inspection. Focus on known weak spots—roof seams, basement entries, foundation cracks, and aging drainage systems. Clear gutters and downspouts to ensure water flows away from the house, not toward it. Fixing these issues now can help avoid emergency repairs and insurance claims later.
Applicable MJ resources to help:
2. Establish a Local Emergency Contact
With the chapter members away during the summer, having someone nearby who can respond quickly is essential. Designate a local point of contact—such as a House Director, House Corporation volunteer, chapter advisor, or trusted contractor—who can monitor severe weather alerts and physically check the house following a storm.
This person can assess damage early, prevent additional losses (such as water intrusion), and coordinate immediate repairs. Even something as simple as tarping a roof or boarding a window can make a major difference in preventing further damage.
Applicable MJ resources:
3. Don’t Underestimate Flood Risk
Flooding isn’t just a coastal or river-adjacent risk—it can happen anywhere, especially when sudden storms overwhelm local drainage systems. Older homes or those with basements are particularly vulnerable.
Evaluate your property’s risk and consider steps such as:
- Sealing basement walls and windows.
- Installing or testing sump pumps, ideally with battery backups.
- Relocating key items—like mechanical systems or stored furnishings—above ground level.
- Maintaining relationships with local contractors and remediation vendors so help is readily available if needed.
Read more about increasingly severe storms and how best to prepare. Learn more about leak detection technology to help minimize water damage.
4. Prepare for Wind Damage Before It Happens
High winds from summer storms can be incredibly destructive. They can tear off shingles, topple trees, and turn outdoor furniture into airborne hazards.
Help reduce your risk by:
- Inspecting and repairing roofing and flashing.
- Trimming tree limbs that hang over the building or utility lines.
- Securing or storing outdoor furniture, signage, or trash bins.
- Reinforcing vulnerable exterior elements, such as entry doors or older windows, especially if the house is located in a hurricane or tornado-prone area.
Applicable MJ resources to learn more:
5. Emergency Planning Isn’t Optional—It’s Essential
Having a documented emergency response plan is a crucial part of risk management, but a plan that’s never shared or practiced won’t be much help in the middle of a storm. House Corporations should take time each year to review and update their storm and emergency procedures. Make sure everyone involved—house directors, local volunteers, advisors, and key vendors—knows their role before a crisis occurs.
Think through the key questions:
- Who monitors local weather alerts and determines when action is needed?
- Who checks the property after a storm or initiates emergency repairs?
- What’s the communication plan between the House Corporation, volunteers, and headquarters?
- Do all relevant parties have access to important documents, contact lists, MJ claims contact, and vendor information if power or internet is down?
Even if the house is unoccupied, a clear response protocol helps minimize damage, speeds up repairs, and keeps everyone informed and prepared.Bottom of Form
Advance Planning Makes a Big Difference
With the chapter house unoccupied, it’s easy for minor issues to go unnoticed until they become major problems. Taking time now to prepare for summer weather can protect the property and reduce your to-do list come fall move-in. If you’re unsure where to start, your MJ Sorority team is always here to support you.
Just click the printer icon to download a printable version for your use.
Kitchen & Common Areas
- Deep clean inside and behind appliances (fridge, oven, microwave)
- Sanitize sink, garbage disposal, and drains
- Steam clean carpets and upholstery
- Dust and clean ceiling fans, vents, and baseboards
- Empty and disinfect trash cans and recycling bins
- Wash window screens and sills
Bathrooms
- Scrub tile, grout, and shower walls
- Clean under and behind toilets and sinks
- Check for signs of leaks or moisture around plumbing
- Ensure exhaust fans are functional and clean
Bedrooms & Storage
- Inspect closets for musty smells or signs of moisture
- Vacuum under beds and behind furniture
- Check window areas for condensation or mold
- Leave closet doors cracked open to improve airflow
Basement & Utility Areas
- Inspect for signs of standing water or leaks
- Run dehumidifiers as needed
- Clean AC drip pans and check filters
- Ensure gutters and downspouts direct water away from the foundation
General Mold Prevention
- Keep HVAC running (set to auto with temp ~78–80°F)
- Place moisture absorbers in closets or bathrooms
- Schedule at least one mid-summer walkthrough
- Review maintenance logs and check for unresolved plumbing issues
When chapter members request to bring an emotional support animal (ESA) with them to their chapter house, there is a unique set of challenges presented to the housing corporation: how to review requests, create and communicate clear guidelines for housing the animal, the impact on other members, and more.
While we have seen organizations take several different approaches to managing this process, one thing is true across organizations: housing corporations should be clear and consistent when creating and enforcing emotional support animal policies. Because of the legal requirements of the Emotional Support Animal Request process, it is important that you engage your national organization to help you navigate the process and ensure consistency from chapter to chapter of your organization. There are a few basic laws and policies that should be considered when creating your own procedure, which we outline below.
The Fair Housing Act (FHA) & Emotional Support Animals (ESAs)
The Fair Housing Act prohibits discrimination in renting, buying, or financing housing. In general, the FHA protects people with disabilities and requires housing providers to make reasonable accommodations for persons with disabilities. An ESA can be a reasonable accommodation, but can also be unreasonable. It is essential that an organization create and codify procedures to review ESA requests fairly and consistently across properties.
What’s Required in an ESA Approval Process
As stated above, it is crucial that your organization is clear and consistent when creating and enforcing an ESA policy. Some key points to consider are:
- Notification Requirements;
- A person with a disability must notify their housing provider if they need a reasonable accommodation and the provider must grant the request if it is reasonable, as a part of an interactive process between the resident and the property owner.
- Connection between ESA and Disability; and
- The ESA must provide a service to the person with a disability that is connected to that person’s disability.
- Whether a Reasonable Accommodation can be made.
- A reasonable accommodation is a change or adjustment made to a housing policy or practice that allows a person with a disability to equally use and enjoy their dwelling.
- Some accommodations can be unreasonable, and all requests should be subject to the same analysis.
Creating an ESA Approval Process
Housing corporations should be clear and consistent when creating and enforcing emotional support animal policies. The easiest way to accomplish this is to analyze requests at the national level and provide consistent guidance to local house corporations that may need to manage their own property’s requests.
Requests should be reviewed by a committee and be clearly outlined in the organization’s procedures. It’s also crucial to engage the member making the request throughout the review process. Members’ needs, paperwork, and circumstances can vary greatly. Ensuring that your process is navigable and reasonable will protect you from the consequences of a “take it or leave it” approach.
Once a request is reviewed, be sure to communicate a plan to the member. This should outline any reasonable accommodations being made or unreasonable accommodation requests that are being denied. If there are expectations of the member, such as keeping a dog on a leash, they should also be outlined and formally acknowledged by the member.
Common Pitfalls
Look out for common mistakes and misconceptions about ESA policies:
- A request for a reasonable accommodation can be made at any time.
- An organization cannot require a specific notification form so long as the required information is provided in writing.
- While housing providers can request information to evaluate a person’s disability and related need, they are not entitled to know an individual’s diagnosis. It is appropriate for the housing provider to require documentation from the person’s health care professional that affirms a disability is present and that the ESA provides for the need related to that disability.
- The need to fill the house does not qualify as an undue burden and does not make a request unreasonable. To deem a request unreasonable, some other circumstance(s) must be present.
- An ESA policy cannot limit the size or breed of an ESA. However, it is permissible to deny a request because of specific issues with an animal’s conduct.
Making reasonable accommodations for members’ emotional support animals is key in effectively managing a property. By following these guidelines, you’re well equipped to create organization wide policies to consistently review requests and provide reasonable accommodations.
If you have questions about a specific policy or procedure or are looking for further advice, please reach out to your client executive or consult your inter/national headquarters.
This article is based on a presentation by Amy Hebbeler of Fraternal Law Partners, shared with MJ Sorority. With thanks to both Amy and Fraternal Law for sharing.
In an ideal world, house corporations can evaluate the physical state of their properties and plan to address concerns and make updates to chapter houses as their schedules and financial circumstances allow. However, in the real world, this isn’t always possible and work needs to be done on the property due to unforeseen weather damage, a water leak, or other unexpected event that can lead to a claim.
Roof damage can be particularly disruptive and requires immediate attention. As your partner in managing these claims, MJ wants to be sure you’re thinking about the long-term implications of the choices you make when repairing or replacing the damaged roof. As always, our goal is to carry the claim effectively and efficiently through the process with your carrier and make you aware of the latest technologies and materials to consider when addressing the damage to your property.
As you begin repairs and/or replacement of your roof, we would encourage you to consider, at the very least, an assessment of the state of your roof before beginning repairs. This is best practice when beginning repairs on any claim as you consider the efficiencies and potential benefits of making improvements along with repairs.
Your current carrier provides comprehensive coverage to “repair or replace the damaged area with materials of like kind and quality.” Addressing your roof claim is the perfect opportunity to implement additional fortification measures that may prevent or mitigate future damage. Most notably, while you may receive quotes that meet your state’s building code requirements, these should be treated as the minimum of repairs, and you should strongly consider hiring a contractor that will take additional measures to fortify your roof with technologies like impact resistant shingles and wind and rain resistant ventilation. While these decisions may be difficult to make when you’re making improvements beyond the replacement value covered by your policy, we firmly believe that the use of higher quality materials will save you in the long run.
You are likely going to be replacing shingles that, due to their age, are not engineered to be as wind resistant as the newer, more advanced shingles available on the market today. Worsening weather conditions have included significantly stronger winds in areas that have not historically experienced such extreme weather, waring on older structures not built to withstand increasingly high winds. This map, maintained by FEMA, may help you evaluate your risk for wind at your property. You will need to evaluate whether the increased cost of these shingles and other fortification measures will save you in the long run should another wind/hail incident occur.
See below for resources outlining these innovative solutions, measures we believe are imperative to maintaining your insurance coverage long term and maximizing the longevity of your roof. Also included is a webinar with contact information for our business partner, Bone Dry, who may be able to provide an assessment of your roof and provide recommendations for fortification.
Out of Sight, Out of Mind: The Importance of Roof Inspections
Updating and Maintaining Your Chapter House Roof
Webinar: Managing Your Chapter Roofs with Bone Dry
If you are able, a claim can be an opportunity to make improvements to your chapter house roof and prevent future damage. Reducing the frequency and severity of future claims to your roof serves to maintain your premium and preserve the comprehensive coverage that the MJ Sorority program provides. We encourage you to reach out to our team with any questions about preferred materials as you make a plan to repair or replace your roof.
As a property owner of a sorority chapter house, you likely keep a close eye on the building’s interior, exterior, and overall maintenance to ensure it remains safe and well-kept. However, there’s one critical area that might not get the same level of attention — the roof. Since it’s “out of sight,” it often becomes “out of mind.” Unless there’s visible interior leaking or a recent windstorm, roofs rarely make it onto a regular inspection or maintenance plan.
Why This Matters Now
If you’ve been keeping up with MJ Sorority’s newsletters over the past two years, you know the property insurance market is experiencing significant challenges. Insurance companies are grappling with rising property claims due to changing weather patterns, which has led to several adjustments, including:
- Increasing property rates and premiums
- Raising standard deductibles for all causes of loss
- Implementing higher deductibles for specific risks like wind, hail, and water damage
- Adding stricter coverage limitations for roof damage
- In some cases, withdrawing from certain markets entirely, such as homeowners insurance in Florida and California
Fortunately, the insurance company providing sorority property coverage has taken a more balanced approach to these market shifts. However, to maintain comprehensive coverage, proactive risk management — like roof maintenance — is key.
The Value of Annual Roof Inspections
We’ve consulted with roofing contractors, and the message is clear: regular roof inspections are essential. Here’s why:
- Early Problem Detection: Routine inspections catch small issues before they turn into major (and costly) problems, helping to prevent damage to the structure.
- Extended Roof Lifespan: Addressing minor repairs early helps prolong the life of your roof, protecting both the building and your financial investment.
- Budget Planning: Insurance companies are increasingly concerned about property owners not accounting for the lifespan of roofing materials. Proactive inspections help you plan and budget for the inevitable roof replacement, rather than being caught off guard.
Getting Started
Travelers Insurance offers a helpful resource to guide your roof inspection planning: How to Build a Commercial Roof Inspection Plan.
The frequency of roof inspections will depend on various factors, so we recommend consulting with a qualified roofing contractor to determine the best schedule for your chapter house. As insurers continue to scrutinize roof conditions, incorporating regular inspections into your property maintenance program is more important than ever.
By taking these proactive steps, you not only help protect your chapter house but also contribute to maintaining stable and comprehensive insurance coverage for the sorority community.
Join our partners at Krittenbrink Architecture for this Housing Forum on the Road webinar.
Check out the 2024 Winter Weather Bulletin for important winter weather risk management reminders.
Learn more about designing chapter houses with adaptability in mind in this webinar with our partners at Luminaut.
Our team at MJ Sorority is always looking for ways to help clients manage risk. We continually identify and vet business partners that we believe will add value to your chapter house and simplify its operations.
Since the beginning of time, the biggest risk to your property is water related incidents. In the Sorority Program, water related claims make up 56% of the total property claims. These claims range from water seepage, internal pipes bursting, equipment breaking down (water heaters, ice machines), to sprinkler leakage incidents. We also see water claims ranked in the top five most frequent and most severe incidents.
The one phenomenon that has changed recently is the change in the weather pattern, specifically the increase in freezing claims of regular piping, as well as the automatic sprinkler system. In the last three years alone, we have seen a substantial increase in frozen pipes claims.
What we have learned from many of these claims is that in many situations freeze incidents are preventable. Unlike so many other changes in the weather pattern, the weather reports generally forecast an impending freeze, giving property owners advance notice to make the necessary arrangements to eliminate or minimize a claim.
One of the strengths of MJ Sorority in our risk analysis is the ability to uncover emerging vendor solutions to help our clients in their property risk management. In this pursuit, we uncovered a great tool to help property owners stay ahead of any of their sprinkler pipes freezing.
We are excited to partner with Salamander to share their freeze detection technology, which will help prevent future claims at your chapter house. Your participation in this webinar is crucial to ensure the safety and well-being of your chapter house.
Ensuring the safety and security of the chapter house is obviously a top priority. The chapter house is not just a residence; it is a home where members build lifelong bonds, create cherished memories, and engage in activities that shape their futures. Given its significance, implementing robust security measures is essential to protect both the physical space and the well-being of its residents. One of the most advanced and effective security solutions available today is biometric entry systems.
Enhancing Security with Biometric Entry Systems
Biometric entry systems utilize unique biological traits, such as fingerprints, facial recognition, or iris scans, to grant access. Unlike traditional locks and keys or even electronic keycards, biometric systems offer several distinct advantages that make them particularly well-suited for sorority chapter houses.
- Improved Access Control: Biometric systems ensure that only authorized individuals can enter the chapter house. Unlike keys or keycards, which can be lost, stolen, or duplicated, biometric traits are unique to each person and cannot be easily replicated. This significantly reduces the risk of unauthorized access.
- Enhanced Safety: The presence of a biometric entry system can deter potential intruders and enhance the overall safety of the chapter house. Knowing that the house is equipped with advanced security technology can provide peace of mind to members, their families, and alumnae.
- Convenience and Efficiency: Biometric systems streamline the process of entering the house. Members no longer need to worry about carrying or losing keys and keycards. Access is granted swiftly and efficiently, making it easier for members to come and go while ensuring that security is never compromised,
- Accurate Tracking and Monitoring: These systems provide precise records of entry and exit times for all members. This feature is particularly useful for monitoring the house during events or identifying who was present in case of any security incidents. It also helps in managing the house occupancy efficiently.
- Durability and Low Maintenance: Biometric entry systems are typically more durable and require less maintenance compared to traditional locks. They are designed to withstand frequent use and are less susceptible to wear and tear. This longevity ensures a more reliable security solution over time.
If your chapter house utilizes a biometric security system, it is prudent to provide annual written notice to all individuals whose biometric information identifiers are collected or stored and specify the purpose of the collection and length of time the information identifiers will be held, stored, and used. Written consent and release of this information should be included in an annual housing agreement. Read more about our suggestions for Housing Agreements here.
Investing in a biometric entry system for the sorority chapter house is a forward-thinking decision that prioritizes the safety and well-being of your members. By leveraging advanced technology, the chapter can provide a secure, convenient, and efficient environment that supports the flourishing of its community. In a world where security concerns are ever-present, adopting biometric entry systems reflects a commitment to excellence and proactive care for all members of the sorority.
