PROPERTY MANAGEMENT PROGRAM: INSURANCE AND RISK MANAGEMENT FOR AVCS

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1 PROPERTY MANAGEMENT PROGRAM: INSURANCE AND RISK MANAGEMENT FOR AVCS Mick McGill, Vice President-Client Advocacy Willis Insurance Overview of insurance coverage, life-safety, claims management and available discounts.

2 Background of Willis 100% dedicated to serving college student and alumni organizations Founded in 1991 as Kirklin & Company, became a wholly owned subsidiary of Hilb Rogal & Hobbs (HRH) in 2002, merged with Willis Group Holdings in 2008 Insurance and Risk Management programs provided to numerous college student and alumni organizations 60 North-American Interfraternity Conference (NIC) fraternities 6 National Panhellenic Conference (NPC) sororities 8 National Pan-Hellenic Council (NPHC) fraternities & sororities 10 National Association of Latino Fraternal Organizations (NALFO) fraternities & sororities Professional and co-educational fraternities Campus based programs and numerous local and smaller fraternal organizations Over 1,900 fraternity properties insured through the Fraternal Property Management Association (FPMA) Insurance Brokerage Agency We work for you, not the insurance company

3 Sigma Phi Epsilon National Insurance Program General Liability Policy Excess Liability Policies Directors & Officers Liability Crime Policy MAPP Workers Compensation Insurance FPMA Property Program

4 Sigma Phi Epsilon National Insurance Program General Liability Policy is placed with Liberty Surplus Insurance Corporation Funding the loss prevention program of the fraternity and its retained risk Bodily injury, third party property damage and personal injury claims The BIG and EXPENSIVE challenge of every organization The General Liability Policy provides each chapter or colony and its affiliated AVC of Sigma Phi Epsilon receives: $1,000,000 Per Occurrence Policy Limit $2,000,000 General aggregate $100,000 Per Occurrence Self Insured Retention/$300,000 Aggregate Limit Limits are provided Per Location/Chapter basis

5 Insurance Program Summary Who is Covered? The Fraternity, its officers, staff members and appointed volunteers while performing the services of their salaried or volunteer positions. Alumni Volunteer Corporations, undergraduate chapters and colonies when obeying the laws of the institution, local, state, and federal entities. Undergraduate chapter officers, executive committee, committee chairman and members while performing the duties of their offices. House Directors, but only while acting in the scope of their duties. All volunteer advisors while performing the duties of their office.

6 Insurance Program Summary Who is NOT Covered? Any individual undergraduate, alumnus and respective chapter involved in an activity that is excluded within the terms of the policy. Any member whose illegal or intentional actions result in death or injury to an individual or property damage Members parents or family members and guests of chapter members College/University administration

7 Sigma Phi Epsilon National Insurance Program Excess Liability Insurance (James River Insurance Company): $5,000,000 per occurrence $15,000,000 general aggregate Coverage is excess to the underlying General Liability Policy Limits

8 Sigma Phi Epsilon National Insurance Program Director s and Officer s Liability Insurance (RSUI Indemnity) $2,000,000 per claim limit and policy year aggregate $2,500 deductible Includes Employment Practices Liability Defense costs are paid outside of the per claim limit Coverage is afforded to: National Fraternity National Directors & Officers of Fraternity Alumni Volunteer Corporations and the respective Directors & Officers All recognized collegiate chapters and colonies Directors & Officers of Local Chapters Alumnae associations, clubs or chapters Parents clubs Chapter Advisors Coverage is afforded to all chapters and colonies and their affiliated AVC and educational foundations that choose to financially participate in the purchase of the coverage at a cost of $500.

9 Sigma Phi Epsilon National Insurance Program Crime coverage (Zurich) Provided to all chartered chapters and colonies and their affiliated Alumni Volunteer Corporation Boards Employee theft/embezzlement: $50,000 per occurrence limit with a $2,500 deductible Computer fraud: $50,000 per occurrence limit with a $2,500 deductible Forgery/alteration: $50,000 per occurrence limit with a $2,500 deductible Theft must be reported to all appropriate authorities

10 What is MAPP?

11 MAPP Insurance Program Member Accident Protection Program Markel Insurance Company Supplemental accident coverage of all associate and initiated undergraduate members Coverage applies 365 days of the year for all members and associate and initiated undergraduate members in good standing and enrolled at the institution of higher education where their chapter is located Limit of Coverage $10,000 Medical or Dental Injury Maximum Limit $ 5,000 Accidental Death or Dismemberment Limit No deductible

12 Workers Compensation Insurance Who is doing the work in your facility? Injury to chapter employee caused by: Unsafe act of employee Condition of physical plant Issues all Alumni Volunteer Corporations should consider: Employee vs. Independent Contractor Appropriate Hiring Decisions Exclusive remedy for injured employee Possible penalties and fines when not purchased General Liability policy excludes employment related claims Coverage Not Provided by National Fraternity

13 Risk Management - Contracts Contract Review Minimum Required Limits of Liability Additional Insured Requirements Identify Inequitable Contract Terms Assuming Liability of Landlord/University Mutual Indemnification Clauses Waiver of Subrogation Clauses

14 Leading Cause of Liability Losses Frequency All Willis Fraternal Clients (2,537 total claims) 25% 20% 15% 10% 5% 0% 23% 15% 10% 9% Frequency 7% 7% Assault & Battery Sexual Assault Slip & Fall Fall from Height Automobile Accidents Hazing Sigma Phi Epsilon (186 total claims) 30% 25% 20% 15% 10% 5% 0% 27% 15% 13% 9% Frequency 6% 6% 6% Assault & Battery Sexual Assault Slip & Fall Personal Injury Fire Alcohol Poisoning Fall from Heights

15 Leading Cause of Liability Losses Severity All Willis Fraternal Clients ($84,711,069 total payout) Sigma Phi Epsilon ($3,976,559 total payout) 25% 35% 20% 22% Hazing 30% 35% 15% 10% 5% 19% 18% 14% 10% 5% Assault & Battery Fall from Heights Auto Accident Water Features Fire Sexual Assault 25% 20% 15% 10% 5% 23% 12% 8% 7% Assault & Battery Auto Accident Slip & Fall Fire Sexual Assault 0% 3% 0%

16 Managing the Risk Fall from Heights Exposure 1. Prohibit access to the roof 2. Keep screens on all windows 3. Do not allow beds to be placed next to windows 4. Use stationary ladders to access bunk beds and lofts 5. Install devices that limit how far a window can be opened 6. Prohibit use of fire escapes to emergencies only 7. Make sure deck railing meets code and discourage members and guests from sitting on railings 8. Keep socials functions on the first floor

17 Managing the Risk Slip and Fall Exposure 1. Maintain sidewalks and driveways and keep clear of debris 2. Make sure all stairs have adequate hand rails 3. Floor coverings in areas prone to have liquids should be slip resistant 4. Place appropriate warnings when floors are wet 5. Make sure all entrances and heavy traffic areas have adequate lighting

18 Fraternal Property Management Association (FPMA) Created to provide educational assistance to fraternity volunteers in an effort to strengthen their ability to manage their properties 1,900 properties covered under the program Property insurance provided by RSUI

19 FPMA Property Program FPMA Policy Components Building Business Personal Property Business Income/Extra Expense Policy Options FPMA - Guaranteed Replacement Cost Coverage (GRC) FPMA Stated Value Coverage FPMA Actual Cash Value Coverage

20 FPMA 10 Year Property Loss History (1,050 total claims nationwide) Claim Frequency Water damage 38% Wind/Hail 27% Vandalism 8% Fire 7% Theft 4% Sprinkler Loss 3%

21 Sigma Phi Epsilon 10 Year Property Loss History (112 total claims) Claim Frequency Water damage 38% Wind/Hail 27% Vandalism 13% Fire 7%

22 FPMA 10 Year Property Loss History ($45,016,231 total payout nationwide) Claim Severity Fire $30,296,049 Water Damage $5,567,487 Wind/Hail $4,927,412 Sprinkler Loss $749,183 Vandalism $735,012 Theft $334,859

23 Sigma Phi Epsilon 10 Year Property Loss History ($6,440,060 total payout) Claim Severity Fire $4,920,663 Wind/Hail $892,252 Water Damage $336,728 Vandalism $108,340

24 Sigma Phi Epsilon Large Property Losses Arkansas State University (July 2002) Fire caused by arson, $1,000,000 West Virginia University (November 2003) Fire caused by fireworks, $1,500,000 University of Wisconsin (May 2008) Fire of undetermined cause/human error, $1,800,000 East Carolina University (Jan 2009) Electrical Fire, $500,000

25 Valuation Options Building Guaranteed Replacement Cost Coverage (GRC) Example: A building insured for $1 million is damaged in a fire resulting in costs of $1.5 million. The policy pays the full $1.5 million.

26 Valuation Options Building Stated Value Provides Replacement Cost Coverage (RCV) Example: A building insured for $1 million is damaged in a fire resulting in costs of $1.5 million. The policy pays the full $1 million Limit.

27 Valuation Options Building Actual Cash Value Coverage (ACV) Example: A building insured for $1 million is damaged in a fire resulting in costs of $1.5 million. The policy pays the lessor of the ACV loss or the policy limit of $1 million.

28 Valuation Options GRC & Stated Value Policies Business Personal Property Agreed Value with option to convert to GRC by carrying a BPP limit of at least $12/SF of the total square footage of the building. Example: A building has 10,000 square feet. BPP coverage is converted to GRC if a BPP Policy Limit of at least $120,000 limit is carried

29 Valuation Options GRC & Stated Value Policies Business Income/Extra Expense Agreed Value with option to convert to Actual Loss Sustained by carrying limit of at least $17/SF of the total square footage of the building. Example: A building has 10,000 square feet. BI/BEE coverage is converted to GRC if minimum limit of $170,000 is carried

30 FPMA GRC & Stated Value Coverage Enhancements April 1, 2013 Loss Prevention Expenses: Coverage is now available up to $25,000 for the cost a Alumni Volunteer Corporation incurs to protect the Building or Business Personal Property at the described premises from imminent direct physical loss or damage caused by or resulting from a covered cause of loss.

31 Unique Policy Provisions Sewer Back Up & Sump Pump Overflow Flood Earthquake

32 Law & Ordinance Coverage FPMA GRC Limit increased from $500,000 to $1,000,000 effective 4/1/2013 FPMA Stated Value Limit remains at $100,000 FPMA ACV No Available Coverage Provides coverage for increased costs of construction and infrastructure improvements incurred to comply with minimum requirements of local building codes and ordinances after building sustains damage from a covered loss

33 Premium Saving Opportunities Property Discounts Offered Fire Sprinkler System 30% - 50% Professional Property Management 10% Modern, Safe Facility 10% Strategic Assessment/Feasibility Study 5% Multiple Locations 5% $10,000 deductible 10%

34 Simple Property Risk Management Understand and manage high risk times Winter Break Summer Break Vacancy Take Fire Safety Seriously No smoking and candle burning policies Extinguishers mounted and charged Smoke Detectors/Fire Sprinklers/Alarms Proper Storage of Flammables Preventative Maintenance Roof Inspection Electrical Inspection Plumbing System Inspection

35 FPMA Inspection Program RSUI Indemnity mandates that each insured location be inspected every two years Inspection Process: Telephone Survey with Willis Personnel Inspection is scheduled on a campus based program and outsourced to 3 rd party inspection company Inspection Company Report integrated into a more comprehensive report by Willis that includes the following Compliance Worksheet that needs be executed and returned to Willis Revised Building Reconstruction Valuation Building Valuation Worksheet that needs to be executed and returned to Willis.

36 What are an Insured s duties after a claim? Notify the police if a law has been broken and Report all claims immediately FPMA Contacts: Steve Wilson, Manager Claim Advocacy & Loss Control ext. 209 [email protected] After Hours: Make temporary repairs to prevent further damage (mitigate damage) Allow the adjuster to inspect damages prior to making permanent repairs Appoint AVC Representative to meet with Adjuster Select a competent contractor Be prepared to provide records, estimates of repair, receipts and personal property inventories

37 24/7/365 Emergency Response Hours a Day~7 Days a Week~365 Days a Year

38 Be prepared! Important FPMA dates: April 1 - Renewal Premium Due Limits sufficient? Contacts correct? All buildings scheduled? Are you getting all the discounts you are eligible to receive? Risk Management FPMA newsletter Fall & Spring Winter Break warning Summer Break warning Biennial Inspection Prepare your tenants Appoint appropriate contact Coordinate with local fire inspection Address recommendations timely

39 Contacts at Willis Rich Jungman Managing Partner (ext. 4179) Steve Wilson Claims Advocate (ext. 4189) Mick McGill Vice President-Client Advocacy (ext. 4199) Mandy Craig Client Manager (ext. 4187) Bobbi Larsen Education Consultant (ext. 216)