January 2022: Topics include winter weather reminders, Covid-19 updates, accounting best practices, renting your chapter house for events, and insurance limits.

The milder days of spring are a perfect time to do a thorough spring cleaning and perform routine maintenance. After a long winter, it is a good idea to spend time on preventive measures to help maintain your property throughout the year. Tasks such as cleaning out your gutters, checking for dead trees and branches and cleaning and inspecting facility mechanical and plumbing systems, such as heating and air conditioning equipment, can help make spring a season of safety.

Cleaning and maintenance of your chapter house should be done inside and out. Although the tasks are different, checking to see if all the elements of your property are in good working order can help keep your members and employees safe and your maintenance expenses lower over the long run.

Here are a few things inside your facility that should be inspected to determine if they are in good condition:

The cold winter months can do damage to your property as well. Here are a few things outside your facility that should be inspected to ensure they are in good condition:

A little home maintenance in the spring can go a long way to help keep the chapter house safe and secure throughout the rest of the year.

Unofficial Houses: What, Why, & How – In this episode, Allison and Sara discuss what we call “unofficial houses.”

October 2021: Topics include Leak Protection, water damage, COVID-19, & wellness rules overview.

Water damage is the leading cause of property claims in the MJ Sorority insurance program, accounting for 55% of all reported claims. From frozen or burst pipes to leaking appliances and sewer backups, water can be one of the most disruptive and expensive property issues. Even with comprehensive insurance coverage, things like the disruption of member experience and the increased time and attention required of your volunteers will be inevitable consequences.

The best defense is a proactive one. That’s why we strongly encourage property managers and house corporations to take preventative steps by installing a comprehensive water protection system. These systems are not only an effective way to avoid costly damage but installing leak detection could also make your property eligible for a 5% credit at renewal, applied to your property insurance premium. Contact your Client Executive for more information.

What Can a Water Protection System Include?

A comprehensive water protection setup typically involves three components: (1) smart water sensors; (2) a flow monitoring system; and (3) freeze sensors. Find below an overview of each:

1. Smart Water 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.

Recommended sensor locations:

It may take some experimentation to determine where these should be placed to detect the unusual presence of water. It is imperative to work with a house director who is familiar with the usual patterns of water usage and presence, as well as the history of a property’s water damage or usual problem areas. Should you have any doubt about your location’s water loss experience, contact your Client Executive for a loss run.

2. Flow Monitoring System

Installed by a plumber on the main water line, this device monitors water flow throughout the property. It identifies abnormal usage patterns that may indicate hidden leaks and can be integrated with your plumbing system to provide real time alerts.

If this flow monitor detects any unusual pattern in water use, it will automatically shut off the flow of water to the property. These devices also allow the user to customize the threshold for water flow before an alert is issued based on the time of year and even the time of day, helping you manage usual vs. unusual water use. These devices also offer companion apps and/or text and email alerts to keep your property management and house corporation officials informed in real time, which can be especially helpful when the house is unoccupied for school breaks.

Importantly, flow monitors can detect leaks in places where water sensors cannot such as behind walls or under the foundation, offering an added layer of protection.

3. Freeze Sensors:

In times of arctic freeze, 45% of claims are due to the sprinkler pipes freezing and upon thawing, significant amount of water are released to the property. These sensors monitor water temperature in your pipes and alert you if the temperature drops low enough to risk freezing pipes (typically around 45°F or 7°C). You may consider these sensors for both sprinkler and domestic pipes. Use of these sensors is risk dependent and you should consider your location when determining the necessity of a freeze sensor.

MJ Sorority Recommendations and Premium Credit Requirements

Currently your property deductible for water damage is your standard property deductible. Because water damage claims continue to be so pervasive for the insurance industry, many insurance companies are now separating out the water hazard claims and affixing a much higher deductible. Using a risk management tool like a water protection system will help your property maintain a lower deductible.

At minimum, installing smart leak detection water sensors that notify you of visible leaks can help prevent major water damage when issues are caught early. We recommend placing these sensors in locations where water presence would be unusual yet possible (see list above).

Flow monitoring systems provide a deeper level of protection, identifying hidden leaks in domestic water pipes before they become visible. A small, undetected leak behind a wall can lead to extensive damage. While these systems are highly recommended, we understand the automatic shutoff function may cause inconveniences, such as when higher-than-usual water use occurs before weekend events. For this reason, a flow monitoring system is not required to receive the 5% premium credit, though it remains best practice.

Chapters in colder climates should also seriously consider installing freeze sensors. At a minimum, we recommend temperature sensors that monitor overall house temperature as an indication of pipe conditions. For added protection, technologies that monitor temperature within sprinkler systems are available and particularly important for chapters with a history of frozen pipe issues.

Leak Detection Systems Are Worth the Investment

Business Partner Suggestions

We suggest exploring the following business partners for water protection products:

Take Action Now

Don’t wait for a claim to find out how vulnerable your property is to water damage. Investing in water protection technology now will protect your chapter house, reduce your risk, and earn you a property insurance premium credit at renewal.

For further reading on preventing water damage, refer to our printable infographic or this resource for additional tips. For further information on water damage claims for the MJ Sorority book of business, refer to this infographic.

In the event of flooding or a higher-than-normal water table due to heavy rains, sewage could back up through floor drains or plumbing fixtures located in a basement or lower level. When rising storm waters are expected, it is vitally important to establish a watch system to monitor your property drainage system to quickly identify and address any issues such as back-up, flooding, etc. Being prepared and responding quickly often minimizes the damage potential. The following are some methods to help minimize sewer backup into a building.

If sewage starts to back up into a home or business from the floor drains, it is possible to plug these drains. Floor drains are often at the lowest point in your facility and, as a result, may be the first entry point for sewage backup. Rubber or wooden plugs, purchased at many hardware stores, may be used to close off drains during heavy rains. If plugs are used, mark them prominently if they protrude beyond the floor level so they don’t become a tripping hazard.

After plugging floor drains, if the sewer water level becomes high enough, it may fill and overflow other plumbing fixtures located in the basement or lower level. Plug these drain openings with stoppers or plugs. A string mop can be used to help plug toilet openings. Be aware that ceramic plumbing fixtures such as toilets may be fragile.

Plugging of drains or fixtures should only be done where the condition of the sewer piping below the floor is considered to be strong and tight. Otherwise, heavy rainstorms or flooding may cause a build-up of water pressure within the house or business’ sewer system great enough to rupture pipe joints or damage basement floors.

Some properties may have backwater valves installed on sewer lines. Some are manually closed gate valves, while others are automatic check valves.

Remember that while the valve is closed and protecting your home or business from sewage backup, normal sewage flow from the building to the sanitary sewer is also cut off. This means that plumbing fixtures cannot be used unless a pump bypass is provided.

Many towns also have a comprehensive website with information and advice regarding prevention techniques. You should also refer to your local municipality for assistance.

Leak detection devices are a great way to prevent a sewer backup from doing more significant damage. Click here for further reading.

We have seen a dramatic increase in claims arising out of frozen pipes over the last two years. Frozen pipes can present an invisible threat – one that you might not recognize until the weather starts to warm. By then, the water damage can be significant and costly. Fortunately, keeping your home warmer, at a consistent temperature, and better insulated can help protect your pipes from freezing this winter.

Which Pipes Are Most at Risk?

Pipes that are most exposed to the elements, including those outdoors and along the exterior walls of your home, likely need extra protection during winter months. These include the following:

Before winter:

During winter:

Why is a Frozen Pipe a Concern?

When water begins to freeze, it expands. This can cause both plastic and metal pipes to burst, possibly leading to significant water damage to your home.

What Do You Do if You Have a Frozen Pipe?

How to Help Prevent Frozen Pipes
We have created a printable infographic with these reminders for your use.

In addition, make sure you complete MJ’s Winter Weather Checklist prior to the onset of winter weather. More detailed tips to manage the risk of frozen pipes is available here.

Event Planning: All About Contracts – Ruth and Allison are back to discuss the ins and outs about insurance contracts: what are contracts, why are they important, what to look for when dealing with contracts, and why all of this matters to our clients.

Property Basics – In this episode, Allison and Sara discuss the basics of the property coverage. Even if your chapter doesn’t have chapter house, there is still plenty of useful information for all chapter members in this episode.

When we think of making campus facilities more secure, we often chink of high-tech or expensive solutions such as using the latest in communication systems or installing an extensive network of surveillance cameras. Although these efforts do deter crime and arc worth the expense, says Denise Swen, dean of Middlefield Campus at Foothill College in California, many of the efforts to make campus facilities more secure are relatively low cost and low tech.

During her recent online seminar “Including Safety and Security in Campus Facilities Planning,” Swett outlined how to make new and existing facilities more resistant to crime, including the following low-tech options:

Faculty and student training

Students have long been experts at circumventing the safety and security hardware that campuses install in residence halls, Swett noted. They prop doors open, ignore alarms, and lend one another their IDs and/or security swipe cards. As a result, training is key in making the most of equipment.

On Swen’s campus, trainers conduct five-minute meetings in classrooms. The training focuses on the positives of staying safe, rather than on scaring students with potential dangers. (Swen said she is happy to share the script her campus uses in these five-minute classroom appearances. Please email her at swettdenise@jhda.edu to request a copy.)

Landscaping

Something as seemingly simple as landscaping can impact facilities security, Swett noted. A bougainvillea border underneath a bank of windows, for example, serves a security function. The flowering shrub’s tangle of thorns deters potential criminals from accessing the building through the windows. Low-to-the-ground hedges and trees with their lower branches pruned away also enhance security: they keep windows from being obscured and don’t afford potential criminals places to hide.

Landscaping that offers full outdoor view~ also deters potential criminals. On Swett ‘s campus, for example, a grouping of tables in an outdoor spot affords a view in all directions, making it harder for a potential criminal to surprise anyone sitting there or commit a crime without being observed by someone else in the area. In contrast, another campus has a path winding through a garden of tall bamboo plants: although the garden is lovely, people on the path cannot see other people there until they’re in very close range.

Maintenance

Well-maintained campuses send the message “We don’t want you here” to potential criminals, Swett said. In contrast, poor maintenance sends the message, accurately or not, that the campus is “unsecured, ignored, and overlooked”- in other words, a good place to get away with crime.

Signage

Clear, well-designed signage can also deter crime. Signs should be easy to read at night and should not use confusing jargon or acronyms. Campus maps that are current and note the locations of emergency call boxes are helpful to both potential crime victims and first responders.

Addressing windows and doors

Among the top safety modifications included in the report released after the Virginia Tech shootings in 2006 were recommendations to install the following:

• solid doors

• window coverings

• doors without handle~ or bars that can be chained together

Swett noted that among the students locked into classrooms for safety reasons during the Virginia Tech shooting, all survived. Having a solid door, or at least a door with windows that can be covered by curtains or a shade, increases the safety of being locked into a room because an assailant can’t see if anyone’s inside.

Many double door sets can be chained together by an attacker because each door has a handle. If such doors can’t be replaced, at least one of the handles can be removed as an alternate solution, Swett said.

Which approaches should your campus take?

To determine the deterrents that will work for your campus, Swett recommended the following steps: