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.

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

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

Once considered sacred even to criminals, churches are now prime targets for theft. In fact, it’s precisely the trusting nature of church organizations that can make them so vulnerable to crime. If your church’s lack of security measures is putting church property — and that of church members — at risk, it’s time to make some changes.

The term “resources” cover more than just cash. Your church also will need to ensure the security of valuable property like computers, sound systems, televisions, DVD players and other electronics, musical instruments, vehicles and more — anything that could be sold for money.

The following are some examples of potential risks and basic precautions:

Theft of valuable property: Lock up anything of value, preferably in an unmarked closet. For insurance purposes, keep an up-to-date list and appraisal of property, equipment and fine art.

Loss or theft of collections: The collection plates should be highly guarded, from the start of the collection to the finish, with two adults supervising the plate at all times. It is advised that the collections are immediately locked in a secure place or taken to the bank’s night depository box until two or three adults are ready to count and document the money.

Theft from church members: Church members need to keep a watchful eye on their own personal belongings.

Remind members to lock their car doors while in the church parking lot. Also, personal belongings, such as purses, cell phones and other valuables, should not be left unattended.

Internal Theft: To prevent embezzlement of church funds by workers or volunteers, establish a system of internal controls, such as team counting, separation of financial duties, dual signature requirements for checks over a set amount, and regular audits or reviews by an accountant not involved in the church’s bookkeeping.

Form a church watch program

A simple and affordable way to boost your church’s security is by setting up a church watch program. The biggest requirement is the help of church members. Follow these steps to implement your program:

• Educate members that the protection of church resources and the facility is an act of good stewardship.
• Invite members to make an effort to drive around the church property whenever they are out and about in the neighborhood.
• Ask them to look for suspicious activity, cars or people.
• Encourage them to observe unusual activities and to call the police or a designated church leader if they believe something looks out of the ordinary.
• Ask them not to confront individuals or take any unnecessary risks.
• Invite church neighbors to also report anything suspicious to the appropriate authorities.
• Use the church newsletter or bulletins to remind members of the watch program and to thank them for their participation in making your church community a safer place to worship.

The added traffic through your parking lots and around your facility can serve as a deterrent to potential vandals and thieves. And the program may even encourage members to take a more active role in the overall safety and security of all areas of ministry.

Security systems further safety

Statistics show that a security system can significantly reduce the chances of a burglary or break-in. In fact, just having a well-marked security system, including decals on windows, visible cameras, or obvious wall-mounted systems, are a deterrent in itself.

While some churches may not feel that security systems are a feasible option for their facility due to the cost, the good news is that security systems now are much more affordable, thanks to advancements in technology. Keep in mind that a security system can actually save your church money in the long run by helping to prevent costly thefts.

As a basic rule, a good security system will offer three lines of defense:

1. Prevention — Decals and window stickers are provided by the security 
company to let criminals know your church is protected, making them less likely to break-in.
2. Alarm — In the event of an attempted break-in or actual entry, the system’s audible alarm alerts neighbors and usually scares off the criminal.
3. Call for help — Most systems are monitored by an off-site vendor, so when an alarm sounds, appropriate authorities are notified and dispatched to the scene. You also may choose to set up a monitoring service to contact specified church leaders.

Be sure to work with a reputable security system company. The professionals there will assess your facility and make recommendations based on your church’s needs and budget. They’ll help you explore all the options available and make sure you’re well-informed and comfortable with the system your church chooses.

Investing in your church’s security — whether it’s an investment of time, money or both — could be one of the best decisions your church will make. It also can help maintain a sense of security for your staff and congregation — and in today’s uncertain world, that’s an important investment, too.

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

By Michael Leahy

For years now, I’ve looked on as wary church leaders and their tech gurus waged an endless war on the growing threat that Internet pornography represents to their congregations. Like laborers digging ditches and building moats around the King’s castle, they’re dutifully committed to protect the inhabitants (their staff and congregants) from letting this powerful force intrude on their lives. So they tweak their network security settings, firm up their firewalls, and install the latest site blockers and content filters, all in the hope of keeping the enemy and his latest weapons from breaching the castle walls.

But what if the enemy is already inside the castle? What then?

In much the same way our nation has learned how to fight differently in the global war on terror, the church needs to change the way it thinks about the credible threat that pornography poses in creating a culture where sexual exploitation is the norm. One of the new realities we must face is that, more often than not, those who pose the greatest risk to our churches are already among us, and may have been for years.

Shocking example

Consider the case of Robert Tate, a respected music director for 34 years at a prominent church in Greenwich, CT. Tate created an internationally renowned music program at the church where former President George H.W. Bush attended while growing up. But two years ago, at the age of 66, he was convicted of possessing child pornography, sentenced to five and a half years in prison and ordered to pay a $50,000 fine. And it didn’t stop at discovering child pornography on Mr. Tate’s laptop computer. Prosecutors said he also permitted two sexual predators to remain in the church’s choir at various times. Tate rehired one person as an assistant organist who had been dismissed earlier for sexually assaulting a choirboy. Yet, when he became aware that the organist assaulted another choirboy, he failed to tell authorities.

Stories like this are becoming ever more commonplace. They’re the product of a perfect storm I’ve been warning church and ministry leaders about for years. In short, I see three equally potent and damaging storm fronts colliding simultaneously to create the unstable environment we all now face: (1) the influence of hypersexual media in establishing and normalizing new sexual norms as portrayed through music and entertainment (including adult and so-called mainstream media); (2) enabling technologies, which accelerates content development and broadens distribution; and (3) socio-sexual pathology which takes root as long-held sexual norms and values continue to erode and give way to valueless, sexually exploitive standards.

But that’s just one example of a multi-faceted problem the church now faces. According to a recent NationalChristianPoll.com survey, more than a quarter of Christian women have experienced sexual harassment, and of those, one fourth said it happened in a church or ministry setting. And no wonder; it’s been reported that more than half of all church pastors and ministers have struggled with sexual temptation and sexual sin.

Next generation leaders in the emerging church, men and women in their twenties and thirties, consider sexual temptation and sexual sin their number one struggle, and the lure of Internet porn easily tops the list. The new reality in this area of risk management is that we’re well beyond talking about prevention. Instead, the conversation should focus on restoration and steps our people should take to reclaim their sexual integrity.

The war is not over

The war is far from over. Fortunately, church and ministry leaders can employ new tools and concrete steps today to guard and protect staffs and congregations from threats on both sides of the castle walls.

The following are a few requirements for your immediate to-do list.

1. Make an individual and organizational commitment to being totally transparent and fully accountable today.

As a church or ministry leader, you owe it to God and to those you lead and serve to be building an organization that is totally transparent and accountable to others. That starts with you leading by example. Be prepared and make sure your leaders are ready to submit themselves to the same transparency and accountability measures and procedures that you’ll be asking others on staff to follow.

2. Conduct a sexual integrity and accountability audit.

Lately, I’ve had many more in-depth and confidential conversations with senior pastors, church elders and other ministry leaders who are growing increasingly concerned about the potential litigation risks they face in the area of sexual misconduct. My response to them is always the same: Facts are friendly, so conduct a sexual integrity and accountability audit to see where things really stand. It’s simple and straight forward, and at a high level it can often be accomplished in less than a day.

3. Get everyone trained and using Internet accountability software.

In one evangelistic ministry organization with which I’ve worked, 99 percent of their male staff and 95 percent of their female staff consider sexual temptation to be their number one sin struggle. Internet porn use is increasingly being cited as the root cause of staff discipline and dismissals, as well as a major factor in disqualifying new staff applicants.

Yet that same organization hasn’t yet made it mandatory for all staff  members to use Internet accountability software to help hold themselves accountable for where they go and what they do while surfing the Web!

Personally, I’ve been using a net accountability product called Covenant Eyes for the past seven years as an integral part of my recovery from a debilitating sexual addiction that cost me everything. I know I wouldn’t have made it this far without it. Knowing now what I didn’t know then about how naive and vulnerable we can be when faced with the schemes of the enemy, I just can’t imagine anyone in full-time or part-time ministry not using an accountability tool. My life without it was a constant struggle in this area. But with platform installed on my laptop computer and even my iPhone, I live in freedom every day from my addiction and I allow myself to become more fully known to others.

4. Establish a set of benchmarks and best practices that you can use over time to measure your progress and evaluate your results.

Be sure to start with an Internet AUP (Acceptable Use Policy). Add more details to it wherever necessary, but be sure to communicate these changes clearly to your organization, including the processes and disciplinary procedures to be followed in the case of policy violations.

Without a doubt, protecting your church staff and the church’s mission is getting more complicated and becoming a far riskier proposition. With your strong leadership, clear communications, and putting the proper tools and training in place, you can expect to mitigate those risks and sleep better at night regardless of where the enemy attacks next.

Michael Leahy is an international speaker, author and founder and executive director of BraveHearts, Herndon, VA, an organization the fights global sexual exploitation. [ www.bravehearts.net ]

RESOURCES FOR BATTLING ADDICTION

Porn Nation: Conquering America’s Number One Addiction (Northfield Publishing, 2008)

Porn@Work: Exposing the Office’s Number One Addiction (Northfield Publishing, 2009)

Porn University: What College Students are Really Saying About Sex on Campus (Northfield Publishing, 2009)

Leahy has also shared his compelling personal story with more than 100,000 students on 150 college
campuses worldwide in a multimedia presentation called “Porn Nation — the Naked Truth.”

For more information visit www.bravehearts.net.

LEAD BY EXAMPLE

With so many inappropriate Web sites and Internet temptations, what we do impacts our lives offline.

How does Internet accountability work? Covenant Eyes Internet monitoring service scores Web sites visited for mature content and sends a summary report to a person you choose. This friend, spouse, parent or other person you select is your Accountability Partner, and they receive your reports by email or may view them online.

Removing the secrecy changes how a person surfs the Web. Online accountability provides new strength. [ www.covenanteyes.com ]

For more information on Sexual Integrity & Accountability Audits sponsored by BraveHearts and Covenant Eyes, visit www.bravehearts.net.

By Lauren Hunter

Among the most important things that church leaders can do for their congregations is keeping their children safe. In the past, many people didn’t worry about security issues at churches. However, times have changed and so have churches. Gone are the days when we simply relied on “good faith” to preserve the security of our children in the church nursery, Sunday school or youth rooms.

Over the years, technology has been introduced to churches to manage membership, financial data, volunteers and pretty much every other aspect of church life. Now, with security becoming an increasing concern in our society, software solutions are evolving for churches with children in mind as well.

Nestled in the quaint college town of Iowa City, IA, Parkview Church’s history can be traced back to the 1930s. Today, with a regular congregation of about 2,800, the church continues to serve its members in a multitude of ways.

Growing church

As Parkview has grown, the number of families that attend the church has also increased. With the growth in children came new challenges to keeping them safe while attending Sunday school, youth classes or other youth-related activities.

Recently, Parkview set out to update its child check-in capabilities. “At the time, we had no computerized check-in for our Sunday School or other related youth areas,” says Makenna Lary, Parkview’s Family Ministries administrative assistant. “Actually, we were using a rather archaic form of paper check-in and filing it away.”

The church staff spent many hours looking for top-notch security programs for churches and found that with church software, it’s often best to use a product that integrates with a church’s membership management software. The church settled on Church Community Builder to fulfill its needs.

The program is a socially-driven solution that offers everything from membership management and event calendaring to small-group communications, online giving and child check-in functionality.

Mobile kiosk stations

Lary says in order to make the transition easier, Parkview implemented mobile kiosk stations, which can simply roll wherever they need to go. “In order to save money, we obtained used and refurbished laptops and printers, and have them in rolling kiosk stations,” she says.

“We also bought used restaurant pagers to use with our software — we simply enter the pager number for each record. The pager number is located on each child’s nametag, and we simply type in the number in the box for the paging system.”

In order to keep children safe, Parkview uses an alphanumeric security code. Parents have to show their badge in order to check out their child. Another aspect is keeping the security fresh. A new code is entered on each badge every week so that if someone finds a badge in the trash or on the ground, the code wouldn’t be good for the following week.

Currently, Parkview has volunteers to help check in each child at the kiosks, which helps in getting church attendees to interact with different families on a consistent basis. “It’s a great way to interact with the families — to welcome them and have contact with different people all the time,” says Lary. “It’s a good way to be friendly and talk to people, and answer any questions. At some point, we’d like to add self check-in as well, but for now, this system is working extremely well for us.”

Parkview also uses family cards much like the coupon cards that are used at grocery stores nationwide. “They look like a credit card,” says Lary. “We assign the card to each family, and a volunteer uses a handheld scanner to scan the card, which then brings up the correct family account.”

By implementing new technology and state-of-the-art software, Parkview has taken a huge step in setting up security measures to make sure all kids are safe.

Lauren Hunter is a freelance writer, blogger, and church technology public relations consultant in Roseville, CA. [www.laurenhunter.net; www.churchtechtoday.com]

By Eric Spacek

Bad weather, vacations and illnesses can cause parishioners to miss church services during the year. While some people will make up their missed donations, many won’t. That’s where electronic giving, or e-giving, can help.

E-giving enables church members to “set it and forget it.”  This allows contributions to continue automatically, regardless of members’ weekly attendance.

For church members, e-giving is all about convenience. As more and more of the population pay their bills online, they become used to the with-a-click simplicity of electronic payments. It’s only natural that parishioners want to extend this convenience to their tithing.

Church staff also benefit from e-giving. Electronic contributions mean fewer envelopes to open, less manual accounting and reduced chances for errors, and yes, even fraud.

How does it work?

E-giving is very simple for both church members and staff, particularly as more and more people get used to the process. Here’s an overview:

Through a simple form, a church member pre-authorizes the church to have his or her contribution automatically debited from a checking or savings account. The church member can typically choose to have the contribution deducted weekly, semi-monthly, monthly or even annually.

Once the church receives authorization for an electronic funds transfer (EFT), it sends the payment, via electronic file, through the automated clearing house (ACH) network with instructions to move it from one bank account to another. The church’s bank account is credited, and the parishioner’s account is debited the same amount.

The first step to setting up an e-giving program is selecting a reputable, quality EFT service provider. While many banks provide EFT services, there are specialized EFT processing companies in the market as well. [See sidebar below.] Regardless, you’ll want to consider the following two main factors when making your decision:

Security — Before signing up for electronic giving with any institution, make sure the program offered is safe and secure. Have the bank or EFT provider supply detailed information on the security measures in place to prevent fraud or other unauthorized use.

Also, discuss the number of EFT transactions they process in a given day or week, and find out the error rate. Ask about any previous breaches in security.

Cost — Ask for detailed information in advance about any and all fees. Fees for EFT programs vary widely, so your church should get information in writing about any start-up fees, monthly access fees, per batch or per transaction fees and so on.

The best services will have minimal (or no) start-up fees and low transaction fees. While many church management software packages already include ACH capability, find out if you’ll need to buy additional software to begin your e-giving program.

Before selecting an EFT provider, do your homework. Check with the Better Business Bureau in the state in which they are domiciled. Churches have been involved with electronic giving for several years now, so the EFT provider should be able to supply a list of other churches that have utilized their service. Follow through and contact those churches as references.

Seek indemnity

Once your church has chosen its EFT provider, the provider typically sends a service agreement for the church to sign. Read this document carefully. One protection your church may want to consider is a clause in which the provider agrees to indemnify the church (hold it harmless) for any losses stemming from the use of the provider’s EFT system.

It’s not uncommon for EFT processors to turn this language around and require the church to indemnify the provider.

While EFT systems are secure and incidents of breaches to the system rare, no system is entirely fail-safe. Consider having your church’s attorney review the agreement if you have any questions.

The best practice is to require that all authorizations to start, stop or change a person’s electronic giving be put in writing and signed by that person. This will help avoid any misunderstandings or disputes with church members down the road.

Because parishioners may not think to increase the amount of their electronic tithe from year-to-year, you may even want to consider automatically sending out a new authorization form to each electronic giver at the start of the fiscal year.

Include a note requesting that they sign and return the authorization change form if they would like to change their tithe for the new church year.

Policies and procedures

Be sure to establish clear policies and procedures about your program, but keep them simple. A concise authorization form, along with a one or two page policy statement, should be all you need.

One important item to include is how your church will handle a member’s request to terminate electronic giving. After speaking with your EFT processor about terminations, ensure that your policy leaves the church enough time between a termination request and when it will take effect.

For example, what if a member who is upset with the church calls to cancel an electronic tithe scheduled to take place the next day? Without a policy dictating that it may take up to three business days to cancel an authorization, the dispute with that member could turn ugly when the debit takes place as scheduled.

With this new form of financial transaction taking place at your church, make sure its financial policies and procedures are up-to-date, especially your internal controls. A second person should review the electronic giving program, and it should be included in your church’s annual audit or financial review.

Finally, review your church’s insurance policy to ensure appropriate employee dishonesty coverage is in place. It’s better to be safe than sorry.

Ready to provide your parishioners with another stewardship tool? An e-giving program may be for you. Do the research and make sure proper safeguards are in place, and you’ll be able to provide your congregation and staff with a time-saving convenience everyone will appreciate.

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

• www.achdirect.com
• www.churchwerks.com
• www.egive-usa.com
• www.egivingsystems.org
• www.e-tithes.com
• www.etransfer.com
• www.paysimple.com
• www.smartpaymentsolutions.com
• www.vancoservices.com

• Convenience for parishioners
• The possibility of increased contributions
• Timely contributions
• The ability of the church to forecast future contributions
• Less work for office staff and/or volunteers

Floods and other disasters create a host of needs, foremost among them food and shelter. Moved by compassion, congregations may decide to shelter people affected by a crisis, with little forethought or planning. While noble, such relief efforts can backfire and produce problems that organizers never anticipated, from damaged facilities to gun-armed “guests.”

Adequate planning and preparation can minimize many of the risks involved in running a temporary shelter. Before starting an emergency shelter operation, take steps to protect both your ministry and the people you desire to serve.

Tip 1. Partner with an expert: Partnering with an emergency relief agency, such as the American Red Cross or Salvation Army, provides a host of benefits. Not only can the agency provide the necessary cots and blankets, but it can also help train shelter workers, distribute food, provide security, and bring in volunteers from a national network when your local supply runs low. In addition, the agency assumes some of your liabilities for injuries that occur during the sheltering operation and can help pay for any building damage, as well. Contact www.redcross.org or www.salvationarmyusa.org for more information.

For the past decade, Henry Simmons has served on the task force of South Carolina Baptist Convention Disaster Relief. The task force is one of the organizations responsible for evacuating the South Carolina coastline in the event of a hurricane.

Simmons, director of missions for the Florence, SC, Baptist Association, teaches Southern Baptist churches across the state how to operate temporary relief shelters. He sees few benefits to churches operating shelters independently, except that they can do everything their way.

“If churches operate a shelter by themselves, they accept all of the liability that goes with it,” Simmons says. “If you work with others, you operate under the other organization’s umbrella. There are lots and lots of churches that decide they’re going to open a shelter without any assistance from anyone. I personally feel that they’re taking some huge risks without adequate planning.”

For example, a church might not be designed to withstand the high winds accompanying a hurricane. Worse yet, emergency relief agencies may not realize that people are there, Simmons says.

“My basic opinion is: If folks intend to operate a shelter, they need to plan to do it ahead of time and plan to do it well,” says Simmons.

Tip 2. Coordinate efforts: If you plan to operate a disaster shelter, communicate regularly with the local American Red Cross chapter and regional emergency officials. This serves two purposes. First, it lets you tap into their experience and resources. Second, it helps them determine if they have enough shelters, volunteers and equipment available to meet the region’s needs in the event of a disaster.

“Part of our preparedness piece is working with churches ahead of time,” says Katherine MacAulay, director of preparedness and response for the American Red Cross in northeast Indiana.

The Red Cross offers to help congregations train their members to operate a shelter. Such volunteers are important, MacAulay says, because “they know where the spoons are. They know the ins and outs of the church.”

It also gives the Red Cross the opportunity to build the volunteer base, she says, so it has more volunteers to draw from in an emergency. Several Christian organizations offer disaster preparedness training, including Southern Baptist Disaster Relief and Nazarene Disaster Relief.

Tip 3. Be as prepared as possible: Sheltering can be far more complicated than it may appear. Preparation checklist:

• What services can your church provide?
• How many people can your building safely house?
• How many people it will take to staff your shelter?
• What are your guidelines and operating procedures?
• What coverage does your insurance company provide?
• How do you communicate with government and emergency management officials?
• What demographics will you serve?
• What type of interpreters you’ll need?
• How will you buy, prepare, and serve food three times a day?
• How will you provide enough essential items?
• How will you pay for food and supplies?
• How do you work with homeless people who may have problems with addiction     or mental illness?
• How do you provide security, 24 hours a day?
• How do you provide childcare?
• How do you provide first aid and secure medical care for guests?
• How do you recruit and train volunteers?

In addition, government officials should assess your building’s structural soundness in advance and the county health department may need to inspect your church kitchen before you can prepare food there. “Preparation starts months before a disaster occurs,” Simmons says.

Tip 4. Expect some damage: Operating a shelter will bless many people, but be prepared to experience strain on your church building, which wasn’t designed for residential use.

“Most people are unaware of the damage that occurs in a building that’s used as a disaster relief shelter,” says Steve Hull, senior disaster management consultant of Crisis Management Systems Inc., Charlottesville, VA.

“Let’s say that you open a shelter in your gymnasium for three or four days. When the shelter closes, you find that metal cot legs have scratched the floor and people have spilled soda on it,” says Hull, who has operated disaster relief shelters across the country. “Two toilets are stopped up, a paper towel dispenser has fallen off the wall, and there’s a large stain in the carpet. I’m not saying don’t do it, but some church members may be upset by any resulting damage or clean-up afterward.”

Often, your partner agency will help repair what is broken, says Simmons, of South Carolina Baptist Convention Disaster Relief. It’s important to survey the building with a representative of your partner agency when the shelter opens and just after it closes, he says. During the initial survey, you identify hazards, safety issues and any existing damage. Afterward, you inspect the building to see if any damage occurred while operating the shelter.

Every community experiences disasters, whether they are large-scale crises, such as tornadoes, or small ones, such as residential home fires. Most churches are ideally suited to serve as temporary, short-term shelters for localized, small-scale emergencies, Simmons says. By analyzing the risks in your area and taking care to plan your response to them, you can minimize many of the risks involved in operating a shelter. In return, you will get an opportunity to interact with people who may have lost everything, but still find much to be thankful for.

Laura Brown is communications specialist for Brotherhood Mutual Insurance Company, Fort Wayne, IN. [www.brotherhoodmutual.com]

Here are some suggestions to help safeguard your guests and protect your ministry while operating a temporary shelter for disaster victims.

• Determine how many people your facility can handle. Fire codes and local ordinances set the number of people that can be in your facility at one time.
• Decide which parts of your building will be accessible to guests.
• Enlist capable members of your congregation to supervise guest areas around the clock.
• Record the name and address of each guest, plus emergency contact information.
• Create emergency response procedures.
• Prepare to handle first aid issues.
• Establish procedures to prevent and respond to unlawful activities. Communicate them to both volunteers and guests.
• Determine how you will handle weapons and valuables.
• Secure or monitor entrances at all times.
• Determine whether food will be prepared on site or brought in from the outside.
• Establish how you will maintain sanitary conditions.
• Ensure that the volunteers are trained to identify potential sex offenders. Contact local law enforcement officials immediately if any incident of abuse occurs.

These are just a few of the many factors you will have to consider as you seek to open your church facilities to disaster victims. Prepare a permanent disaster relief plan if you expect to make your church facility available as a temporary shelter as the need arises in the future. As much as possible, plan ahead to ensure a safe and secure place for those you house, as well as those who call your church their spiritual home.

By Eric Spacek

Picture the following scene:

Angry citizens — more than 120 of them —protest outside a church. Several police officers stand ready to control the crowd. Using bullhorns, the protesters hurl insults —some of them profane. They shove signs in parishioners’ faces. One protester shoots pepper spray into the face of an opposing protester.

For more than a year, weekly protests continued at the church. Finally, protestors decided they’d had enough, and the protests stopped.

That’s exactly what happened to the 80-member United Church of Christ in Simi Valley, CA. In August 2007, the church began sheltering a mother and her infant son. The woman’s husband, a homeowner who works two jobs, is a U.S. citizen, as are the couple’s three children. The mother, however, was not a U.S. citizen and faced deportation.

The church decided to provide shelter for the mother as a matter of faith and justice. “We believe God calls us to care for the stranger,” says June Goudey, pastor of the church.

Site of a protest

Unfortunately, this protest scenario is not out of the ordinary. Church protests happen all over the country for a variety of reasons. If your church was to become the site of a protest, would you know what to do? Consider the following tips from Goudey and others who’ve been through similar situations.

Don’t engage: After the first large protest, United Church of Christ in Simi Valley learned that counter-protestors were counter-productive. “We did everything we could to make sure there weren’t counter-protestors,” Goudey explains. “If people wanted to support us, we invited them to come inside the church and worship with us.”

“There were people who wanted to march and hold quiet vigils in support of the church,” Goudey continues. “I was adamant that we not do that. No matter what the protestors did or what they called us, we didn’t respond. I feel that was the most important thing we did.”

Understand your rights as a property owner: Learn local laws about private property and trespassing. For instance, in many jurisdictions, once a property owner either declines to give, or withdraws, permission for protestors to be on the property they must stay outside its physical confines. If the protestors step onto the property, they risk arrest and prosecution for trespassing.

Consult with police: While churches may be unfamiliar with handling demonstrations, local police are trained to respond to such events. If your church learns that it will be protested, contact your local police department for guidance. Involve them as much as possible, and use their experience to make the protest a non-event.

Prepare your people: When the protest is known in advance, communicate with the congregation regarding what’s known about it and the reasons behind it. Also, you should share practical advice such as what entrances to use, where to park and how to “avoid and ignore” protestors.

Prepare the property: Inspect the area where the protestors will be permitted to demonstrate. Make sure there are no tripping or other hazards in that area. If a defect exists, make repairs. And if a repair cannot be made in time, use warning cones or tape. Also, post “no trespassing” signs on the property.

Record events before and during the protest: Once the property has been prepared, consider recording its condition before the protestors arrive. Videotaping or photographing the area where the protestors are expected to congregate can show that the property was in good condition at the time of the protest.

Video provides witness

United Church of Christ in Simi Valley used video cameras to record events during protests. “The one day we didn’t do that, an incident occurred between a protestor and a non-church member that resulted in injuries, and we didn’t have visual witness to speak to that,” Goudey says.

Goudey recommends that whoever operates the video camera be trained in non-violence. “We gave people workshops on non-violence so we didn’t have anyone outside who would provoke the protestors,” she says.

Finally, keep the videotapes and photographs until the statute of limitations in your state has expired. This is typically between two to five years.

Use a buffer: Many churches feel it’s important to have a well-recognized staff member, security guard or layperson from the church placed between the protestors and the passing membership. This person acts as a buffer between the two groups to make sure that church members heed the church’s suggestion to ignore and avoid the demonstrators.

Be prepared to deal with the media: Church protests are almost always of interest to the media. Knowing what you’ll say ahead of time, and sticking with that message, will save your church from making embarrassing missteps. “For any public statements,” Goudey advises, “make sure you’re clear on the purpose. Every time we spoke, our reasons were,  ‘It’s a matter of faith and justice, not a political act.’”

If your church doesn’t already have a plan to deal with protestors, start working on one now. Don’t wait until a protest is imminent. At that point, it may be hard to think with a clear head.

If your church does face a protest, having a plan of action in hand will help your church react with restraint and grace. And that will help the protest come to a quick, and hopefully unremarkable, conclusion.

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

By Eric Spacek

Church is no longer just a place to gather and worship. It seems an increasing number of churches are finding new ways to involve young adults, teens and children in the church community. To accomplish this, some churches are sponsoring “extreme” sports activities by taking church groups to facilities that offer inline skating, BMX biking, skateboarding, rock climbing, paintball and more.

Although extreme sports can be fun, they also present the very real possibility of injury to those who participate. Some of these common injuries include sprains, fractures, cuts and bruising, but more serious head and neck injuries also can result. For example, a 12-year-old girl who was part of a church snowmobiling outing fractured her spine and became paralyzed when the snowmobile she was on struck a tree. Given these risks, if a church does decide to become involved in an extreme sporting activity, it is vitally important to take precautions to provide the safest possible environment for those participating.

Learn the risks of the sport

The first step in the process is to determine whether the activity is appropriate for the church group given the nature of the activity and the age of the expected participants. Learn all the particulars of the activity and the risks associated with it. Contact other churches that have undertaken the activity for their experience and guidance. Check with your insurance agent or broker to determine if the church’s insurance policy will cover such an activity. And, determine whether the benefits derived from engaging in the activity outweigh the risk the church undertakes as stewards of the people under its care. Discuss the idea with the church board in order to give them an opportunity to offer their input and approval.

Assuming the idea is approved by the church board, the next step is to research the facilities that offer the activity. Generally speaking, it is better for a church to leave actual operation of the activity to businesses trained and experienced in it, rather than attempting to host the activity itself.

In selecting the recreational facility, check credentials and references, particularly from other churches. Find out how long they have been in business and learn as much as you can about their safety record and emergency plans. Ask about the training and experience of their staff, the level of training and supervision they provide to participants, the age and suitability of their equipment, and the use of protective devices and gear.

Visit the facility for first-hand observation of their operations. Ask about any certification or accreditation that they may hold and see that they follow any existing standards (such as ASTM standards) that might apply to the activity. Make sure the facility is adequately insured with liability insurance limits at least equal to the church’s own policy. Request that the church be added as an additional insured on the facility’s insurance policies, then follow up to obtain a certificate of insurance from the facility, if possible. Consider having a written agreement between the church and the facility in which the latter agrees to indemnify the church in the event an incident takes place at the facility. However, many organizations will not agree to this condition, but there is no harm in asking.

When participating in extreme sports, protective gear is a necessity. Injuries can be prevented if the proper gear is used. While the extent and type of protective gear varies by activity, head and eye protection is critical for most extreme sporting activities. Protective equipment for the face, arms, hands, legs, feet and torso may be needed depending on the nature of the activity.

Safety gear and training

In addition, appropriate safety harnesses may be needed for activities involving heights, such as rock climbing or rope courses. Make sure that the facility provides appropriate protective gear and trained personnel who clearly instruct participants on what and what not to do. Finally, make sure that participants are advised in advance what type of clothing and footwear should (or should not) be worn when participating in the activity so they can plan accordingly.

Churches that sponsor trips will, at a minimum, want to make sure that parents have signed appropriate permission slips and consent to emergency medical treatment forms for minor participants. Having adult participants sign a liability waiver or release form is not unreasonable in light of the risks presented. Most facilities will require participants (or their parents) to sign their own form. One option is to obtain a copy of the facility’s form in advance and simply add the church’s name to the facility’s name wherever it is mentioned in the form so that both organizations are better protected in that manner.

Accidents can happen

The church also will want to collect emergency contact information for each participant so that appropriate contact can be made in the event of an emergency. If the church is providing transportation to or from the activity, make sure to specifically include transportation within the permission, consent and release forms to protect the church in the event something happens on the way to or from the activity.

Despite the best precautions, accidents and injuries can happen in extreme sports. Make sure that the facility where the activity takes place has an emergency plan in place and has staff members who are trained in first aid on site while your church is there. It also is helpful if key leaders or volunteers in your group have first-aid training.

Before assisting someone who has been injured, make sure you are not in danger yourself. Assess the surrounding area and what has happened to make sure there is no remaining danger. If the injury involves blood or bodily fluids of any kind, put gloves on to protect yourself from hazards that could result from contact. Never move someone who appears to have a neck or back injury. Moving them could make the injury worse, so wait for emergency response personnel to arrive. Make sure to reach the individual’s emergency contact to keep them apprised of the situation. You also may want to use an incident report to document what transpired, as well as any witnesses to it.

Having members participate in recreational activities together can enhance the feeling of community within your church and can be just plain fun. Still, engaging in extreme sports comes with a lot of responsibilities and precautions, so keep the safety of your church’s members a top priority.

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