In times of crisis and emergencies such as hurricanes, floods and power outages, many churches open their facilities to provide shelter to those in need. While such outreach clearly reflects care and compassion, church leaders should be aware of risks, especially if it involves overnight or extended accommodation. Some of these risks include an increased potential for fire, property damage, and liability for injuries to people.

Plan and collaborate
Proper planning will go a long way toward managing an influx of people and preventing some serious problems. First, determine if your church is equipped to be a shelter. You’ll need to implement safety procedures, put rules into place, and train your staff how to handle emergencies.

One consideration for your church is to become a designated American Red Cross shelter. Not only will that organization’s expertise help you establish a shelter, there also can be a measure of liability protection for your church.

Confer with local authorities on their shelter requirements to make sure your facility meets their standards. For example, some require premises to have shower facilities. Check with the fire department to find out the maximum occupancy allowed and other safety precautions required for shelter operations.

To prepare for situations such as a fire, make sure staff and volunteers are trained to help evacuate the grounds. Ensure that exits are clearly marked and all access in and out of the building is unobstructed.

Protect the people who take shelter in your church. Designate a supervisor to manage volunteers and ensure that key workers take turns to stay awake and monitor activities at all times. If necessary, hire security or off-duty law enforcement personnel to screen for illegal substances, alcohol or weapons. For the safety of everyone on site, these should not be allowed on the premises. In addition, limit and secure access to all other areas of the building, and monitor each entrance and exit to the shelter.

Establish guidelines
To maintain order, establish guidelines for everyone to follow and give people copies of those rules. Those seeking emergency help from your church should adhere to your safety policies. Establish shelter hours. For example, do not allow anyone to enter your premises after 10 p.m. Require people to complete a guest registration form and to sign in and sign out daily. Prohibit the use of weapons, alcohol and drugs on the church’s premises. Many shelters do not permit animals or pets unless they are bona fide service animals for the disabled.

Check which local authorities are responsible for supplying food, water and other emergency items. If it is the church’s responsibility, make sure you are able to obtain an adequate supply of goods and that staff will be available to distribute them. If preparing meals, make sure food is handled only by those certified in food safety. Use sanitary methods in preparing, storing and serving food.

Food is not the only area that requires close attention in terms of sanitation. Bedding, restrooms, showers and garbage removal also should be handled carefully and appropriately. You may want to consider hiring additional janitorial staff for as long as the shelter is functional.

Even with all of these extra precautions in place, illnesses can still occur. You should have already discussed with your team how your church would respond when people contract a communicable disease or become seriously ill. Confer with your local health department on how to best handle this situation. Send people who require medical monitoring to the proper facility.

Maintain a safe facility
Keeping your facility in proper working condition is always important, but it becomes imperative when you have increased traffic at your site. Inspect and monitor interior and exterior walking surfaces to make sure they are in good condition, adequately lit, and free of slip, trip and fall hazards. Consider the requirements of people with special needs, such as the elderly, or those with wheelchairs and walkers, and plan accordingly so you will be able to accommodate them.

Taking care of those in need during a crisis is oftentimes a natural extension of your ministry. However, it is crucial that you consider the risks that come along with opening your doors to the community. Make sure your leadership team is making every effort to minimize those risks.

Eric Spacek is senior risk manager at GuideOne Insurance, West Des Moines, IA, and was a liability litigation trial attorney in Washington, D.C. www.GuideOne.com

Members view conflict as an aberration to the way a church is supposed to be.

Risk-taking is underestimated when it comes to church-going. Consider common church youth group activities such as Ultimate Frisbee and camping or more adventurous ones such as whitewater rafting. Many churches also sponsor sports and schools of various kinds where kids are prone to be kids.

Social service ministries of churches commonly serve troubled youth and adults in dangerous areas. Churches also dispatch members to assist with relief efforts while electrical lines still dangle in the water or send members on mission trips to desolate and dangerous places without nearby medical facilities.

Church-going can be risky; consequently, when matters go haywire churches without valid releases can suffer serious damages.

Ski trip accident
As an example, a Florida jury awarded a $4.75 million judgment against Idlewild Baptist Church when a youth at the age of 14 suffered an injury to his left leg on a ski trip his youth group took to Beech Mountain, NC. The mother had attended the church for several years. She alleged that the church had too few chaperones and that her son received no instruction before careening down a slope at near 55 mph before crashing into another skier.

Fortunately for the church, the judge vacated the verdict when he learned two jurors, including the foreman, concealed their involvement in prior litigation, giving the church a rare opportunity to retry or settle the case.

Other churches have not been as fortunate. For example, the court entered a verdict against Grace Community Church of the Assemblies of God totaling $2 million, after reducing the jury verdict of $4 million to the limits of the church’s insurance policy, when the inner tube in which a youth was riding pulled by an ATV all across a frozen lake crashed into a boulder embedded in the ice and broke her back. The parties concluded the litigation with a confidential out-of-court settlement.

The plaintiff’s father had paid the church $40 and received a scholarship for the difference for her to participate in the church’s “Winterama 2005” program in Colorado. He also signed a “registration and information” form stating, “I will not hold Grace Community Church or it’s [sic] participants responsible for any liability which may result from participation,” but the court held the document legally insufficient anyway.

These and other examples underscore that churches should not sponsor dangerous programs or events without insurance or insisting upon releases and waivers – and not just any releases or waivers prepared by a non-lawyer or borrowed from a well-meaning online source or form book.

Insist on releases
A form release can be as bad as or worse than no release because it creates an illusion of protection. There are several reasons.  In many states, a release is not valid if it fails to provide adequate information about the nature of risks and events to which a person will be exposed. Fully informed and voluntary consent to the particular dangerous activity a child or person will engage in is critical to cut off a releasor’s defense that she was unaware of the real risks involved.

In several states, a release is not valid at all in relation to an ultra-hazardous activity, such as driving ATVs. This is especially  so when the activity appears to concern primarily a commercial or business activity more than a religious activity. Form releases and even releases prepared by secular counsel rarely disabuse potential plaintiffs of the notion that a camping trip is about entertainment, rather than Christian formation and, therefore, are more likely to be set aside than a prepared release addressing the religious purpose of an event.

Not just anybody can sign a release or waiver and have it apply to a child either. The legal custodian or guardian’s signature on the release is necessary.  Parents and legal custodians do not always agree among themselves about whether children or wards should participate in events. When only one parent has legal custody of the child, the other may not have legal capacity to enter into the release. Yet form releases rarely require signatories to declare their legal capacity to enter into the agreement or address what happens when the signatory misrepresents the facts.

State law also varies when it comes to the language that must be included in an effective release and even concerning whether the release itself must be upper case and/or bolded.

Medical consent
Then, there is the question of whether to include a medical consent to provide first aid or admit a child to a hospital in an emergency situation where the parents are unavailable. Form leases vary in terms of whether they incorporate medical consents at all, solicit information about the extent of medical treatment approved without parental consent, or require information about drug intolerances or other medical conditions that are important to proper medical treatment.

Religious organizations may also want to consider alternative dispute resolution or biblical mediation and arbitration as part of a release. In some cases, churches may even want various representations and warranties from program participants. As a rule of thumb, the more dangerous the activity and the more participants there are in the dangerous activity, the wiser it is to solicit church-state counsel to assist with reviewing and drafting a release and waiver specific to the event or program your church is sponsoring.

A common objection is that releases are seeker insensitive or a deterrent to participation. Another way to look at it is that their absence is member insensitive and a deterrent to volunteering, because releases protect congregants entrusted to your care. A sound release can actually encourage program participation even as it impresses the signatory with the seriousness with which the church takes its responsibility to steward the time, talent and treasure volunteers dedicate to serving them and expanding the ministry’s outreach.  This is work and calling for not just any member of the bar, but faithful church-state counsel.

Nathan A. Adams IV is a partner in the law firm of Holland & Knight LLP, Tallahassee, FL, and chair of the Religious Institutions team. www.hklaw.com

Last December, the U.S. Consumer Product Safety Commission (CPSC) voted unanimously to approve new mandatory standards for full-size and non-full-size baby cribs, as ordered by the Consumer Product Safety Improvement Act of 2008 (CPSIA).  These new regulations took effect in June, and include all cribs manufactured and sold, including resale, or leased in the United States. The new safety standards are intended to do the following:

1. Stop the manufacture and sale of dangerous, traditional drop-side cribs;
2. Make mattress supports stronger;
3. Make crib hardware more durable; and
4. Make safety testing more rigorous.

These standards had not been updated in nearly 30 years and with the new guidelines, a safer line of cribs is expected to enter the marketplace. An increase in safer cribs could not come at a more critical time.

Since 2007, the CPSC has recalled more than 11 million dangerous cribs. Since 2000, detaching drop-side rails were associated with at least 32 infant deaths, and faulty hardware can be blamed for additional deaths.

Identifying new safety benefits
While drop-side cribs have received the most press for the number of fatalities they have caused, the new safety standards go beyond removing the drop-side from the marketplace.
They also include cracking down on malfunctioning or faulty hardware. This ensures that when older children begin shaking the frames or jumping in the cribs, the screws or other hardware stay tightly fastened and secure, even over years of use.

Mattress supports, slats and hardware now must be more durable to withstand this type of use. In addition, testing requirements are more stringent in order to ensure that the new beds are compliant with the stricter, safer regulations.

Managing financial investment
Because most current cribs will not meet these new standards, child care centers, daycares and places of public accommodation, including churches, have until Dec. 28, 2012, to comply with the updated safety standards. Until that time, owners are warned to frequently check all non-compliant cribs for loose hardware, and loose, missing or broken parts. These situations should be remedied immediately if any are occurring.

Having to replace multiple cribs can be a costly investment for a church, so organizations are encouraged to have a plan in place to help make the transition less strenuous.
Not only is the CPSC asking all consumers to purchase new cribs, they also are recommending that old cribs not be resold, donated, or given away. Because they are unsafe, no one should be using these older cribs. They are as equally unsafe for at-home use as they are for daycares and churches. The CPSC recommends disassembling the cribs before discarding so that no one else is tempted to use them.

The importance of safety
It is important that churches take these new guidelines seriously.  If an injury or death were to occur from use of an older crib, being found non-compliant could result in a liability claim. It also could do irreparable damage to the trust your church congregation has in your safety and security practices.

Despite the financial investment involved, transitioning to cribs that meet the new federal safety standards is another way to keep the members of your church safe and secure, and help protect your organization from adverse publicity and an expensive claim or lawsuit.

Eric Spacek is senior risk manager at GuideOne Insurance, West Des Moines, IA. [ www.GuideOne.com ]

They provide a respite for children and allow them to get outside, play and enjoy themselves. However, ensuring that a playground is properly installed and maintained is critically important to the safety of all who step foot into the area.

In fact, the Consumer Product Safety Commission estimates that more than 200,000 children are seen in the emergency room each year due to playground injuries. It is inevitable that accidents will happen on the playground; however, taking the proper precautions can help reduce the number of accidents at your facility.

Choosing the proper site and layout is a critical process in making the playground safe for use. Choose a location that will eliminate obstacles and hazards children could encounter when traveling to and from the site. For example, don’t have children crossing a street or through a parking lot. Make sure to secure the area with a fence or landscaping hedges to help ensure that children are unable to leave, and others will be unable to enter unnoticed.

Those in charge should designate different areas for different types of activity. For example, an open field should be separated from a sandbox. Divide the equipment by age groups. Remember to avoid crowding by spreading out heavily used equipment. Supervisors need to make sure that they are able to maintain a clear line of sight at all times.

Selecting equipment
Using high quality equipment will ensure that your playground is safer for those who play on it and the equipment lasts longer. Use only commercial grade equipment and have it installed according to the manufacturer’s recommendations.

Also, purchase equipment according to the age groups that will use it the most, as not all equipment is appropriate for all ages. Make sure you request detailed product information from the U.S. Consumer Product Safety Commission. Leaders should avoid installing any hazardous types of equipment, including the following:

• Animal figure swings
• Spring-loaded equipment
• Exercise rings and trapeze bars
• Glider swings
• Merry-go-rounds
• Metal slides
• Monkey bars
• Seesaws
• Swings with hard surface seats
• Swinging ropes
• Trampolines

Safe surface
The surface material can play a role in the safety of your playground, as nearly 70 percent of playground injuries result from a fall and the surface material can be a major determining factor in the seriousness of an injury.

Because head injuries can be life threatening, taking this precaution is a necessary step in ensuring the safety of those who use your facility. The following materials should be avoided:

Asphalt or concrete: These are unsuitable for use under or around playground equipment.

Earth surfaces (soil and hard-packed dirt): These are not recommended because of their poor shock absorbing properties.

Grass and turf: These are not recommended as they are subject to wear and environmental conditions, which can reduce their effectiveness in absorbing shock during a fall.

Equipment should be surrounded by at least nine to 12 inches of wood chips, mulch, sand or pea gravel and mats or synthetic surfacing made of safety-tested rubber or rubber-like materials can be used as an alternative.

Inspection and maintenance

Not only does a safe playground require proper equipment and installation, regular inspection and maintenance will help ensure that your playground remains safe and in proper working order.

Install and maintain all playground equipment according to manufacturer’s recommendations.

Inspect all equipment on a regular basis for the following:

Sharp points, corners and edges: Metal and wood corners should be rounded and wood parts should be smooth and free of splinters.

Protective caps: Caps should not be able to be loosened or removed without the use of a tool.

Fasteners and connectors: All nuts and bolts should be made of corrosion-resistant material and have lock washers, self-locking nuts or other locking means to prevent them from easily becoming loosened.

Openings: No openings should measure between 3 1/2 to nine inches, to prevent entrapment, except where the equipment meets the ground. Pay special attention to the top of slides, between platforms and on limbers.

Anchoring: Securely anchor all equipment to the ground, making sure that all anchoring devices are below ground to eliminate tripping hazards.

Protrusions or projections: These should not be capable of entangling clothing.

Hand/guardrails, protective barriers and steps or rungs on ladders: Check for broken or missing components.

Exterior condition: Paint, galvanize or treat metal equipment to prevent rust. Confirm that the finish does not contain harmful amounts of lead. Test the finish on older equipment to determine the amount of lead it contains, especially if it is beginning to flake or peel.

S hooks: Ensure that all hooks are squeezed closed and in good condition, with no visible signs of corrosion or deterioration. Open S hooks can present a strangulation hazard.

In addition to regularly examining the equipment for hazards, the playground area should be inspected and maintained so that hazardous materials can be removed. Some things to look for include: Broken glass or other dangerous debris, tripping hazards, such as exposed concrete footings, tree stumps and rocks, and shock absorbing surfaces in and around the equipment that have been displaced or compacted.

While having a playground is a source of fun and entertainment for the youth of the church, it is a responsibility that requires regular upkeep and proper training for those who are in charge. By taking the time to properly maintain your playground, it can be a safe place for all to enjoy.

Eric Spacek is senior risk manager at GuideOne Insurance, West Des Moines, IA.  www.guideone.com

Perhaps your church serves a diverse population demographic where fingerprint technology is not a one-size-fits-all solution.

Maybe you live in an unusually cold environment that causes dry, cracked skin where fingerprint images aren’t easily recognized. It might be a good idea to consider exploring a new application of biometric technology and consider hedging your investment risk by adopting a hybrid biometric system.

Four modalities
Hybrid biometrics allow church administrators to tailor a biometric deployment model based on the unique needs of their congregation and easily switch between four different biometric modalities (fingerprint, finger vein, palm vein and iris recognition) without having to install any new software.

This unparalleled flexibility produces near 100 percent read rates for any user, under any condition and results in the lowest possible total cost of ownership compared to other options.

Deploying a hybrid biometric system ensures that you are never locked into a single form of biometric recognition so that you can retain the flexibility to add a different modality if the current one does not work reliably for all users.

Many advantages
In less than the time it takes to write down a person’s name, a child or young adult can be accounted for and verified using biometric identification at check-in. In addition, there are other pieces of information that can be pulled from a child’s record to ensure they are receiving the best care including allergies, meal choices, activity choices and more.

By using a biometric system parents can be assured that their child leaves with the correct person. For instance, what if the person who is in charge of check-in, is not necessarily involved with the check-out process? How can you be sure that they are familiar with the face of every parent or guardian? Biometrics helps to eliminate this risk by keeping accurate records of the parents, guardians or family members that are associated with the child.

Austin Spooner from New Covenant Baptist Church in Cedar Rapids, IA recently began using Shelby Systems’ ARENA check-in software (which includes biometric fingerprint identification technology) for check-in at their Student Ministry program. Prior to implementing Shelby’s platform, Spooner and his staff spent a lot of effort printing name tags and looking up students manually in their system, a procedure that was resource draining and time consuming.

Since implementing software and establishing fingerprint check-in for the Student Ministry check-in, Spooner observed that, “Our attendance data is more accurate and we have reduced waste by not printing name tags for students that do not attend for the night. Our staff no longer needs to manually enter attendance data after the event.” Spooner has been so impressed with the biometric technology’s ability to save resources and staff time that he plans to expand the deployment to New Covenant’s new facility currently under construction with additional Student Ministry check-in and family registration kiosks.

Choosing the proper biometric reader or combination of readers for your congregation and environment can be better served by researching the answers to these questions before you make your decision.

John Trader is a communications specialist for M2SYS, Atlanta, GA. www.M2SYS.com

Every church has someone or a group in charge of safety. While the safety department has the responsibility of handling compliance, training and testing as necessary, the begging question is if these activities actually ensure authentic, practical and tangible safety measures. Safety that works involves building a collection of small viable actions in a process that is ongoing and always changing. Each action by itself may not appear safety related, but as one part of the total collection, each step such as vehicle inspections for buses and vans, preventative maintenance, compliance, driver control measures, training and common sense all add up to what I call true safety.

Safety compromised
While some may view reliability as being sure the vehicle is reliable for the day, utility is very low on my list of items to worry about directly. Certainly reliability is important. An unreliable vehicle always compromises safety when it fails in some way. Reliability is a safety function in my system.

Unusual noises coming from the vehicle usually indicate a problem. A sense of smell also serves as a useful tool. Walking by a bus that has the odor of gear oil usually indicates a hub seal is leaking. Hearing an odd noise or detecting an odor and not checking it out represent poor safety behavior. Caring is the most basic element of true safety. Don’t be a robot or merely a box checker. Take safety practices to a level of care where everyone knows to stop and look for problems at their least provocation.

Once the buses move to the ready line for drivers to pick up, I speak with each one individually to check their fitness for the day. I want drivers to be awake and alert. We discuss the weather and the effect it will have on driving that day and have a solid plan to deal with the conditions.

A safe team gives its drivers the option and even encourages them to stop driving as the situation may require.

Review the destination or event for the group and assess the passengers. Are they children, adults or teens? In the event of time-sensitive events with a starting time, the drivers receive instructions to not let the passengers influence their operation of the bus, or where to position the bus for unloading and parking. Passengers often try to control the driver for their personal benefit. The driver is in control and must be the only person making the decisions.

Instruct the driver to not allow a person at the venue provide assistance or direction with backing up or close quarter maneuvering of the bus.

Assume ground personnel are not qualified to assist the driver with these tasks. The driver has command of the bus and should not take any type of direction from anyone else. If the situation requires assistance, the driver should get out of the vehicle and have a look for himself.

Preventable accidents
We recently had a driver back into a tree causing damage to the bus. When he returned to the garage I interviewed him to discuss what had happened. In classic fashion I determined three minutes of missing detail. Once I made it clear that this was a problem for me, he admitted he allowed someone to back him up around a car that was in the way. I informed him that this accident was chargeable and preventable due to the fact that he let someone control him as opposed to being the person in full control of the bus.

Do not let the current level of safety lull your church into a false sense of security. This is not to suggest those responsible for safety are not doing their job, but checking boxes and filing paperwork is hardly what we are talking about here. True safety is a process of constant attention, evaluation and re-evaluation.

Christopher W. Ferrone is president of Americoach Systems Inc., Glenview, IL, an engineering firm specializing in transportation, technology, analysis and safety.

“Electrical Problem Likely Sparked Church Fire.”  “Church Destroyed in Suspected Electrical Fire.”  “Electrical Malfunction Determined Cause of Church Fire.”

Unfortunately, headlines such as these are becoming a more common occurrence as churches age. Fires can cause severe damage not only to the property, but also to the congregation itself as it must cope with the lasting effects of the devastation.

Many of these older buildings were not designed to handle today’s electrical equipment loads.

The U.S. Fire Administration reports that an average of 1,300 church fires occur each year, causing nearly $38 million in property damages. Of these, 30 percent are the result of mechanical failures, including faulty wiring and improperly functioning heating systems.

Yuletide dangers
December is the most dangerous month for church fires. Churches need to be especially cautious during these months, checking that electrical outlets are not overloaded due to the extra lighting from decorations like Christmas trees or nativity scenes, and also that all decorations and appliances are turned off or even unplugged when the building is unoccupied.

Fires are not the only result of electrical system malfunction. Electrical equipment can breakdown causing interruptions in business. While not as devastating as a fire, this can still be a costly issue.

Fortunately, safeguarding your church from a costly and emotionally devastating electrical fire may be preventable through the implementation of an electrical preventative maintenance program. Consider these tips in your maintenance:

• Beware of overheating
• Keep it clean
• Watch out for water
• Check connections
• Regular maintenance is key

The Institute of Electrical and Electronic Engineers (IEEE) recommend electrical equipment remains clear of dust and dirt. If these sediments are allowed to build up in filters or around connections, it can lead to costly problems. The IEEE also recommends that the areas around the equipment are properly lit.

Regular and routine maintenance is extremely important. Preventative maintenance should be performed annually, if not monthly, as conditions warrant. A licensed electrician should be engaged to inspect your electrical system to ensure that it is being appropriately maintained.

Don’t ignore the warning signs
If you constantly have a tripped breaker, blown fuse, flickering lights, smell something burning, or you feel a tingle or shock when you touch a device, don’t wait to have these issues checked.  These are all warning signs that there could be a potentially dangerous electrical problem at your facility.

While it can be a costly endeavor, dedicating the staff, time and money now will cost less than rebuilding your church and coping with the loss.

Eric Spacek is senior risk manager at GuideOne Insurance, West Des Moines, IA,  www.guideone.com.

A speed bump that is not clearly marked; a dark area due to improper lighting; or a large pothole that has formed over time are all examples of potential dangers in church parking lots. Each has the potential to cause congregation members or visitors to your church to slip or fall before they enter the building. Likewise, the parking lot is generally the first point of entry for criminals to access the property.

Because of this, the parking lot is a critical space to maintain and secure. It is just as important to keep this area of the building secure as it is for any other part of the building or grounds.

Churches are already at high-risk of liability because of the number of people coming and going each day. Maintaining the surface of the parking lot, ensuring the area is properly lit and enlisting the help of parking lot volunteers or even off-duty police officers are all things you can do to help protect members and guests of your church.

Potholes and cracks
As with any concrete surface, over time, parking lots can start to deteriorate and become hazardous for guests to walk or drive over. To avoid this, conduct a regular inspection of your parking lot and check for potential hazards. Obvious issues include potholes and cracks, but even curbs and speed bumps can cause problems if they are not properly maintained.

The surface of the parking lot should be in good condition and free of cracks and potholes. If cracks are greater than a quarter-inch, it is a potential trip hazard and should be repaired. Surfaces should be free from debris and slippery material, such as rocks, mud and sand. Also, tire stops are a potential hazard and require maintenance. These stops are exposed to damage from snowplows and vehicles.

Mark with color
Administrators should also be aware that speed bumps used to slow the speed of vehicles also present a tripping hazard. These are usually constructed of asphalt and will break down quicker from being exposed to the weather and vehicles. Mark speed bumps with a contrasting color so they do not blend in with the surface.

Snowplows can also cause damage to the surface of the parking lot, creating potential hazards. Be sure to make a regular inspection each year if you have snowplows clearing snow from your lot.

Curbs can be a tripping hazard if not designed and maintained properly. Curbs should be six inches high. If this height is not maintained, due to setting or design, an unforeseen hazard can be created.

Curbs leading to entrances and sidewalks should be painted in a contrasting color.

Curb cutouts that are installed to provide handicap access also should be marked with contrasting paint and grit should be added to the paint to create surface roughness.

Church functions are no longer limited to Sundays and can happen any day of the week, any hour of the day. This means that proper lighting plays an important role, not only by helping members get to and from their cars safely, but also by deterring criminals from being able to strike as easily when it is dark outside.

Lighting is measured in foot candles. At minimum, 10 foot candles should be mandatory for all lighting. However, for security lighting, or if you have a higher traffic area, higher levels of illumination may be necessary if it’s allowed by your local lighting ordinance.

Adequate lighting is necessary throughout the parking lot, as well as in all walkways and stairways. Look for shadows that may be created and adjust the lighting accordingly.

Inspect the lighting regularly and replace any light fixtures or bulbs that do not work.

Consider having your exterior lights set on timers or sensors that turn the lights on at dusk and off at dawn. If using timers, make sure to keep them adjusted for seasonal time changes.

The use of parking lot volunteers or even off-duty police officers has become more commonplace in recent years. The primary duty of parking lot volunteers or officers is to help direct traffic during busy times, such as before and after services or during large meetings or activities. They also should be aware of areas that have the potential to be hazardous to people walking to and from the building and should safely direct walkers away from those spots.

In addition, such personnel should be in tune to anything that appears out of the ordinary in the parking lot, which might pose a threat to the congregation or the building. If your church has an established safety and security team, the parking lot personnel should act as the outer layer of the church’s security. This means outdoor workers need to be able to quickly communicate with others inside the building, via two-way radio or cell phone, should they spot a potential threat.

Uniformed officers
Some churches prefer that uniformed officers perform this function as they can serve as a deterrent to would-be criminals. Other churches prefer that uniforms not be worn so that the church does not appear to be a fortress. This is a matter of personal preference for churches, but it is important to note that the deterrence function is greatly reduced if parking lot personnel are not easily identified through the use of uniforms or colored vests.

Off-duty police officers are a great addition to securing your parking lot as they are already trained to direct traffic and have the education necessary if an incident were to occur. A congregation member who also is a police officer may be willing to volunteer. If not, you might contact your local police department for information on engaging off-duty officers.

Your parking lot is the gateway to your building, so safeguarding its safety and security is vital. Ensuring that your parking lot is well maintained, aptly lit and accurately monitored is one more piece in the safety and security puzzle. Not only will your congregation feel safe as they enter and exit the building, but you also will feel safe knowing you have taken the necessary precautions to make certain they stay that way.

Eric Spacek is senior risk manager at GuideOne Insurance, West Des Moines, IA. www.guideone.com

A growing number of small businesses — and churches are among them — are looking to rebuild their work force as the economy continues its long ascent from the prolonged recession. Many churches have trimmed their staffs in this recession, and even the larger ones are considered small businesses, by budget size.

Indeed, the National Association for Business Economics has found that more than one third of companies surveyed anticipate hiring staff within the next few months. Churches are looking as well to where they can add program leaders and support staff.

But truth be told, most managers may be a little rusty when it comes to hiring, having spent much of their time and energy during the past few years simply trying to hold on — rather than taking on new employees.

Exceptions to rules

To be sure, the rules of hiring have changed little, though with some notable exceptions.  For one, job postings today frequently draw hundreds of applicants, many with outstanding qualifications. To hire the individual best suited for a job, managers should follow certain tried-and-true steps in the screening process, such as using well-developed applications and position-specific job descriptions, and conducting thorough background checks. Look specifically at background checks and credit report checks.

Contacting a reference listed on an application or resumé, such as a former employer, is an easy place to start, but this method is cursory at best. Employers merely confirm or deny a former worker’s employment and job title, providing little or no insight into the person’s actual work habits and skills.

Smaller companies sometimes skip a more thorough background check because of the time and expense involved, but the information culled from such a review actually can be a cost-effective, protective measure for the company and its employees. A complete background check should include:

Review of work history. Ask the applicant to provide first and last paystubs to confirm length of employment and salaries at previous jobs.

Verification of Social Security information. Federal databases will help verify that a candidate is providing accurate information — and has a legal right to work in the United States.

Criminal background check. Inspect local criminal records as well as those in any jurisdictions where the applicant has lived during the past seven years.

Confirmation of education. Contact the school or university listed to verify the applicant’s attendance, degree and graduation year.

Review of driving record. Employers should obtain motor vehicle records on the individual whenever a job requires driving, such as for deliveries or sales calls.

Give a candidate some credit

Credit reports are an increasingly popular applicant screening tool. Indeed, 60 percent of employers now check credit histories, compared with 42 percent in 2006, according to a recent poll by the Society for Human Resource Management. Of these employers, 13 percent run credit checks on all applicants, while 47 percent screen selected candidates.

While screening an applicant’s credit history has been historically a tactic for positions that involve financial responsibility, many employers now run such reports for executive-level, HR and information technology positions, and jobs that generally have state-required background checks, such as day-care workers, teachers and assisted-living facility workers.

But credit reports can be misleading and may not provide a true picture of how someone may actually perform on the job. The recession has stirred debates in several states about the use of credit checks as a condition of employment. Many Americans have had financial setbacks due to job loss or reduced wages, and this may be reflected on credit reports.

Long-term record

One or two late mortgage payments, however, are usually less cause for concern than a bankruptcy or pattern of delinquencies going back many years. A handful of states have banned credit checks, and more than a dozen others are considering similar laws, so be sure to check local and state regulations before screening.

If credit checks are done, employers should strictly limit access to and be cautious in what they do with the information. The federal Fair Credit Reporting Act (FCRA) requires employers to notify applicants and employees in writing that a credit check will be done, and that person must sign a consent agreement.

The law also requires employers to notify an applicant when major issues are flagged on a report that could adversely affect a hiring decision, then give that person the opportunity to dispute or explain the information.  Because there are other requirements under the FCRA, it is important to review such requirements with an HR professional or employment lawyer for compliance.

A recent survey by Administaff, found that 31 percent of small business owners plan to hire additional employees this year. The investment and process each goes through before saying, “You’re hired,” can help save and protect company resources down the line. When it comes to selecting new hires, doing a little homework first will always pay off.

Kenneth Randle is regional vice president of sales for Administaff, Dallas, TX, the nation’s leading professional employer organization (PEO).  www.administaff.com

Profile: TRAk-1 expands screening services

Trak-1 Technology is a nationwide screening firm that provides risk management consultation and services to employers, landlords, non-profit organizations, religious organizations, mortgage brokers, lenders, and business owners across the country.

Nancy and Dan Roberts are principals of the company in Tulsa, OK, and Oral Roberts was Dan’s great uncle.

The company is a service provider of Gallagher Insurance, which has a unique protection program for megachurches. Gallagher’s Peter Persuitti, managing director for its religious practice, spoke with the couple for Church Executive:

Dan, what sort of screening does Trak-1 do?

Trak-1 is certified to handle consumer information in a secure way and is committed to helping establish safe and healthy ministry, church, religious, non-profit service, workplace, residential living and financial service environments.  In short, we protect and serve people across the country.

In the last five years, we have literally remade the company from the screening platform to the databases to the compliance tools. All of the changes together mean our customers experience the difference of working with a professional provider of risk management tools. Today, we are taking Smart Track — an extension of Trak-1 — out to empower and mobilize the body of Christ.

Nancy, what did you first do when tasked with remaking the company?

When Dan first asked me to consider taking on the project of purchasing and then remaking a company that is committed to “protecting organizations through a variety of screening, training and risk management tools, the first thing I did was go straight to the National Association of Professional Background Screeners, where today I am on their board of directors. From this national perspective, we see a rising concern about consumer privacy, information accuracy and screening compliance. NAPBS just released a full-scale accreditation program to address these concerns and to ensure that our industry is known for its excellence.

Why is screening of employees and volunteers critical for churches?

Churches are most concerned with protecting their vulnerable populations — children, elders, the disabled. Statistics from the US Department of Health and Human Services show more than 3.5 million reports of physical or sexual abuse of children are investigated annually. From 20 to 30 percent of girls and 5 to 15 percent of boys are sexually abused by someone before age 18. Nearly 30 percent of abusers are a non-family member or trusted professional who knows the child victim.

State laws today support the concern about protecting children. The National Association of Child Care Resources and Referral Agencies reports employees of child care facilities, camps, schools, and more are currently required to undergo background checks in all 50 states.

Most facilities are also requiring child-related safety training. However, alarming is the reality that while most states have passed legislation to require state-wide criminal record checks, crime statistics from the National Crime Center show 40 percent of individuals with criminal records committed offenses in a state other than the state where they applied. So the legislative response to risks posed to vulnerable populations does not yet take the measures needed to protect those populations.

Moving from employees, we next ask what are churches doing about screening and training their volunteers?  In 2006, according to the National Center for Victims of Crime, 61 million people nationally volunteered and the largest users of volunteers by percentage (35 percent) were religious organizations. Total annual volunteer hours were the highest at religious groups. What we are seeing here at Trak-1 is that churches in almost every denomination are taking significant steps to screen both employees and volunteers.

Dan, what does the Smart Track system do that’s different?

The Smart Track employee and volunteer management, training and screening system is designed to offer a full web-based software solution for our customers. It starts with a decision to implement a risk management program that incorporates screening and training your employees and volunteers.

Then it takes it one step further. That additional step empowers our customers to not just “manage” but to actually “mobilize” the power of their employees and volunteers. Smart Track helps churches and ministries to capture an individual’s information, document the safety measures taken (screening, training, etc.) and then mobilize the person to serve. www.trak-1.com

By John Nicoletti

During the past 15 years violence has migrated from the workplace through the school system and college campuses and has now set its sights on churches. Since 1999 church campuses have had more than 40 violent incidents — which have resulted in 75 deaths, 76 injuries and 13 suicides. Churches can no longer maintain the attitude of, “It can’t happen here.”

Safety from violence requires detection: Identifying the potentially dangerous person before they become violent.

There are two categories of violent individuals: The insider and the outsider. The insider refers to an individual who is on a church’s radar. This person could be a church member, a former church member, a spouse, or a non-member who has a grudge against the church. An outsider is an individual who attacks without warning.

There are two timelines related to violence: The Event Threshold occurs when the individual starts engaging in concerning behaviors and as a result gets on the church’s radar. The Event Horizon occurs when an individual starts engaging in attacks against either property or people.

With an insider, there should be enough time between the Event Threshold and the Event Horizon to disrupt behavior. The probability of violence from an insider should be low. Unfortunately, with an outsider the Event Threshold and the Event Horizon either occur  simultaneously or without very little time between them. An outsider may not be able to be disrupted, which means the church must tactically respond to the individual and the incident.

The first step is for the church to develop a proactive detection system. Individuals do not go from behaving normally to engaging in attack behaviors. They will progress through an observable spectrum of behavior. The first observable sign will be the presence of a “perceived injustice” on the part of the potentially violent individual. This behavior will be followed by the individual blaming other people or the church for their problems and suffering. At this point, the individual will begin boundary probing and pushing tolerance limits of others and the church.

The final behavior before an attack occurs will be making threats, along with the person being disrespectful and derogatory of others. These behaviors can be detected by various people in the church such as security, congregation, clergy and other staff. The statement used to detect terrorism, “If you see something, say something,” also applies to preventing violence in the church.

In order for churches to detect these behaviors, they must have a Vortex. A Vortex is a central person or team where information about all concerning behaviors are sent to be documented and acted upon. The Vortex should be made up of key decision makers in the church along with church security. At the detection phase it is important to “Not Worry Alone” or be afraid of “Overreacting.”

Take action to disrupt

Once church leaders become aware of an Event Threshold, they must do something that involves taking action to disrupt the behavior. Never let a concerning behavior happen without applying a disrupter. Disruptors fall into three categories:  questioning the person, confronting the person or taking action against the person. If the individual is making concerning statements or engaging in concerning behaviors, a representative from the Vortex should question them with regard to what they said or did.

If the concerning behaviors continue after questioning or confronting, then the risk should be viewed as higher and action should immediately be taken. If an individual continues in a concerning behavior after knowing they need to stop, then it means that they are choosing to disregard rules or cannot control  their impulses.

John Nicoletti, is a clinical/police psychologist, Nicoletti-Flater Associates, Lakewood, CO.  www.n-fa.com

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Vocabulary of church violence

• Detection
• Disruption
• Insider
• Outsider
• The Event Threshold
• The Event Horizon
• Vortex