Insurance Manual for Congregations of Jehovah's Witnesses (T-41) (1980)

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Insurance Manual

For

Congregations of Jehovah's Witnesses A NONPROFIT CORPORATION WATCH TOWER

BIBLE AND TRACT SOCIETY OF PENNSYLVANIA

KEY FACTS ABOUT CONGREGATION INSURANCE

(All references below are to the manual, "Insurance for Congregations of Jeho- vah's Witnesses.")

PROTECTING YOUR KINGDOM HALL

No insurance covers all damage or expenses. Insurance provides only a measure of the protection you need. The rest you must provide yourself, protecting your property as if you had no insurance at all. To do this, it is advisable for the elders to select a committee of brothers who will be able to give permanent attention to your hall. The ones assigned should do the following (for details, see section "I. PROTECTING YOUR KINGDOM HALL," p. 1):

Consider seriously whether you need flood insurance. (See I.H.5, p. 8) Make a complete inspection of your Kingdom Hall on a regular basis. (See I.F and I.G, p. 3)

Analyze your Kingdom Hall's security needs. (See I.B, p.1) Make frequent preventive maintenance checks. (See I.C, p.2)

Determine whether your congregation is paying anyone who works on your Kingdom Hall. Take appropriate steps to have them covered by insurance. (See I.H.l, p. 7)

Verify that all contractors you hire have necessary Workmen's Compensation and Public Liability insurance. (See I.H.1 and I.H.2, p. 7-8) Remove cash from the Kingdom Hall after every meeting. (See I.E.1, p. 3) Check your roof for seasonal problems. (See I.C.1 and I.C.2, p. 2)

IF YOU HAVE A "LOSS" OR "ACCIDENT"

A "loss" means damage to your Kingdom Hall or to property owned or being used by the congregation (including cases of theft). An "accident" means injury to someone or damage to his property (not property the congregation is using.) A lawsuit or threatened lawsuit is reported as an "accident." This includes lawsuits brought by persons upset over judicial actions. (See V.C.3, p. 36.)

ALWAYS REPORT EVERY LOSS OR ACCIDENT TO THE SOCIETY, even if you are in doubt as to whether or not your insurance will cover it. You are entitled to the full benefit of the insurance you pay for.

IF YOU HAVE A LOSS, FOLLOW THE STEPS BELOW AS SOON AS YOU DISCOVER IT. (See instructions in section "IV. LOSSES," beginning on page 25.)

Report theft, vandalism, or vehicle damage to the police.

Telephone the Society at (212)625-1240 to report the loss IF the damage creates a hazard to property or safety or is very severe.

Protect your property from further damage or break-ins. Make temporary repairs, but do not make permanent repairs until the adjuster sent by your insurers has inspected the damage.

WITHIN 30 DAYS AFTER YOU DISCOVER THE DAMAGE OR LOSS, send to the Society: (a) bills or written estimates you obtain for all repairs or replacement made necessary by the loss, and (b) the Loss Report Form from your congregation file. IF YOU CANNOT DO THIS WITHIN 30 DAYS, write the Society.

Be prepared for the visit of the adjuster from your insurance company. Be prompt in your dealings with him. Contact the Society in following up on your claim.

IF YOU HAVE AN ACCIDENT, FOLLOW THE STEPS BELOW AS SOON AS YOU LEARN ABOUT IT. (See instructions in section "V. ACCIDENTS," beginning on page 35.)

If you are sued, or if an elder or other member of the congregation is sued because of his assigned work on behalf of the congregation, report the matter as outlined below. Do not hire your own attorney. If you are uncertain what to do, contact the Society. (See V.C.3, p. 36.)

If someone has been injured or has had damage to their property, tell them that you do have insurance and that you will report their accident to the insurance company.

Report the accident to the insurance company and the Society, using the Liability Accident Notice form in your congregation file. If you cannot find the form, write the Society.

Send to the Society any legal papers, letters from attorneys, medical bills, or other documents you receive in connection with the accident or lawsuit.

GENERAL INFORMATION

Any congregation of Jehovah's Witnesses can obtain insurance through the Society. (See II.B, p.12.) If you mortgage your Kingdom Hall, you can still obtain coverage through the Society. If you want to insure a new Kingdom Hall or obtain insurance through the Society, contact the Society. (See II.D, p.13.)

If you sell your Kingdom Hall, write the Society immediately to cancel coverage. (See II.I, p. 16.)

If you want to increase the amount of coverage on your Kingdom Hall, your insurers have arranged to do this automatically. (See II.G, p. 15.)

Every building you own or build (Kingdom Hall, tool shed, house, etc.) must be separately insured. (See II.F, p. 14.) If you acquire land, see II.H, p. 15.

If you make renovations in your present Kingdom Hall or build a new one, see the pages indicated below to find out:

What to consider when designing your new hall or in planning renovations (see I.K, p. 9)

When to insure a new hall (see II.D, p.13)

What kinds of insurance you may need during construction (see III.C, p.21;

I.H.l-2, p.7-8; III.F, p.23)

What you should do during the construction or renovation to protect the workers and your property (see I.L, p.10)

What to do when you have finished renovations (see II.G, p.15) INSURANCE FOR CONGREGATIONS OF JEHOVAH'S WITNESSES (For the United States, including Alaska and Hawaii)

This manual contains basic information about insurance for congregations of Jehovah's Witnesses and their Kingdom Halls. This manual has two purposes: (1) for all congregations, it suggests how you can protect persons and property from risks of all kinds, both with the use of insurance and in other ways; (2) for congregations which are insured under the Society's group insurance arrangement, it gives procedures and spells out the provisions of your insurance.

Since this manual is detailed, your main use of it will be to look up facts and procedures when you need to know them. However, you should give attention to the first section of this manual right away. This section (called "PROTECTING YOUR KINGDOM HALL") deals with ways that you can protect your Kingdom Hall and the brothers in your congregation. It suggests ways to minimize vandalism, theft, weather damage, fire and injuries. The second section, which explains who can obtain insurance through the Society, and the third section, which lists the insurance services the Society's insurance arrangement offers, should also be useful to most congregations.

This manual is not an insurance policy. It does not try to cover every provision of the Society's group insurance arrangement, but it does give answers to many common insurance questions and problems that you may encounter. It also tries to protect you from common dangers and mistakes, but it does not lay down rules or tell you what decisions to make. You should use your own judgment and your own knowledge of local circumstances when reading everything that follows. If you have a question about legal matters, it is best to consult with someone who can advise you on your local law.

We hope that this information will assist you in safeguarding the interests of both the brothers and the property committed into your care.

TABLE OF CONTENTS

I. PROTECTING YOUR KINGDOM HALL 1

General suggestions to cut down on damage and accidents

II. GENERAL COVERAGE PROVISIONS 12

How to be insured through the Society; facts to help you in dealing with the Society and the insurance company

III. ADDITIONAL COVERAGES OFFERED 20

A list of other coverages and services that are either included in your present coverage or can be purchased through the Society

IV. LOSSES 25

What to do if your Kingdom Hall is damaged or burglarized

V. ACCIDENTS 35

What to do if someone has an accident at your Kingdom Hall or if your congregation is threatened with a lawsuit

VI. POLICY TERMS - PROPERTY PROTECTION 41

An outline of your fire and general property insurance coverage

VII. POLICY TERMS - CLAIMS AND LAWSUITS AGAINST THE CONGREGATION 45

An outline of your liability insurance coverage

INDEX I.

PROTECTING YOUR KINGDOM HALL

Buying insurance is only the first step in protecting your Kingdom Hall. No insurance will pay for all of the unplanned expenses you will have. In addition, you always pay for what you do receive from the insurance company in future increases in your premiums. Most important, insurance cannot prevent damage, theft, or injury, or compensate you for the extra work, inconvenience, and pain resulting therefrom. Consequently, in protecting your property your main concern should be to try to reduce the risk of accidents and damage to prevent their occurrence in the first place. The purpose of this section is to help you to use planning and foresight to do so.

Note: When the following refers to coverages and exclusions, it applies only to congregations which are insured through the Society.

A. Responsibility for Kingdom Hall Protection

The body(ies) of elders in your Kingdom Hall have the final responsibility of protecting and maintaining the hall. Although all elders should feel a personal responsibility in this regard, it is advisable to select a committee which will be able to give special attention to this. Such a committee is usually called a "Kingdom Hall operating committee." Section II.O. of this manual, on page 19, gives further suggestions regarding the makeup of such a committee and its duties.

The Kingdom Hall operating committee should care for the matters outlined in parts B through G of this section. The committee should get the help of any other brothers who have skills or knowledge which they may need.

The body(ies) of elders for the Kingdom Hall should consider and follow through on the information in parts H through L of this section. (Obtain the recommendations of your Kingdom Hall operating committee.)

B. Protect Your Kingdom Hall from Crime

Determine what is valuable in your Kingdom Hall to a potential thief. Examples are sound equipment, appliances, tools, cash. Lock up, secure, or remove what is valuable.

Look at what is vulnerable, either to vandals or to thieves who might want to gain entrance. A criminal will look for the weakest point in your Kingdom Hall's defenses, so you cannot neglect any of them. Examples are windows without bars or electronic alarm system connections, exposed air conditioning units, roof or cellar openings without sturdy doors, bars, or locks. Protect what is vulnerable.

Do you need additional locks or alarm systems? You may, if what you installed when your Kingdom Hall was built is no longer adequate now. Improved security may be well worth the cost. Before you buy, consider the following factors:

a. Limitations and cost - Do not buy locks or alarm systems that are more extensive or costly than you need. Remember, all locks and alarm systems have some limitations.

b. Installation - If you install new locks, make sure that you do so only on doors that are sound. (See "Doors," item 10, and "Locks," item 11, on page 5 of this section.) Make sure that the installation itself is solid and properly done. If you can, have a professional locksmith do it.

c. You know best whether your Kingdom Hall needs an electronic alarm system. However, if you are considering installing such a system, the Society has some additional brief information about the different types of such systems available.

Floodlight the exterior of your Kingdom Hall. Improved lighting often deters vandalism and can be a relatively inexpensive way of improving your hall's security. (See "Exterior lighting," item 5, on page 4 of this section.)

C. Preventive Maintenance

Plan regular preventive maintenance on your Kingdom Hall. Most repairs can be kept simpler and less expensive if done when first noticed. Your insurance does not pay for accumulated wear or gradual deterioration. (See below and "G. Inspection Standards," p. 3, for maintenance checks.)

Be alert to the danger of roof collapse resulting from heavy accumulations of ice and snow. (See G.6, p. 4.) Clear out roof drains regularly and immediately remove snow and ice from roofs. Give special attention to this because: (1) to save energy you may have added extra roof insulation, and since less heat can escape through such roofs, snow does not melt as rapidly and may build up until the roof collapses; and (2) unusually heavy ice and snow storms have occurred in areas where roofs are not constructed to withstand them.

Roofs should be checked one to two months before winter for bubbles or cracks. Immediately after any hailstorm or heavy or prolonged accumulation of snow and ice, make a thorough check for cracks or holes. If these go unnoticed until rain or melting snow seeps through the roof insulation, furniture, walls, etc., may be damaged.

Carpets can become loose and develop tears and holes, which can cause persons to trip and fall unless repairs are made promptly.

Heating, air conditioning and electrical equipment should be visually checked for signs of wear and rust. Also check hot water heaters for signs of leakage.

For perimeter electronic alarm systems, visually check the taping on exterior windows weekly. On a monthly basis, test system by opening different doors, windows, etc. Check batteries every 3-6 months.

D. Safety During Maintenance Work

Those assigned to care for Kingdom Hall maintenance should: (see "L. Safety . . During Construction Work," p. 10)

Never work alone. It is always best to have two brothers at the Kingdom Hall at the same time in case an accident occurs.

Be qualified to do the particular job to which they are assigned, to the extent possible.

Make sure that tools are in good condition, are properly used, and that power tools are properly grounded. No one should ever try to clean, oil or unjam a power tool or power equipment, including a lawn mower, without first turning the equipment off and disconnecting the power.

E. After-Meeting Inspections

Have an established procedure for a brief inspection of the Kingdom Hall every time it is used. Such an inspection might include the following:

Cash picked up from contribution boxes, literature, and magazines (and deposited promptly in bank) （Note: Your insurance does not cover cash. Also, since burglars will smash any locked box which they suspect of containing something of value, you may consider leaving unlocked and open any contribution box from which the money has been removed.)

Windows closed and locked

Heating/air conditioning, sound and appliance equipment turned off

Restrooms, storage rooms, and all other potential hiding places checked to make sure that no one has intentionally remained behind in Kingdom Hall in order to commit theft or vandalism after everyone has left

Doors, including side and rear doors, locked

Alarm systems turned on

NOTE: From time to time, check to make sure that necessary procedures are being consistently followed.

F. Annual Inspection of Your Kingdom Hall

At least once a year, make a thorough inspection of the Kingdom Hall.

During the inspection, make a written note of any unsafe or potentially dangerous situation which you find. Promptly make routine repairs and give a report of any major problems to the body(ies) of elders in your Kingdom Hall, along with recommendations for resolving them.

During the inspection, ask:

a. What can we do to protect the Kingdom Hall from theft and vandalism?

b. What possible safety hazards do we have?

c. Are there fire hazards?

d. Is the Kingdom Hall vulnerable to flooding or runoff?

e. Have necessary repairs been neglected? During the coming seasons, could serious damage result?

G. Inspection Standards

In making your inspection, determine whether your Kingdom Hall meets local codes and the standards shown below.

(NOTE: Consider first the restrictions of your local building, fire, and zoning codes. These codes should be viewed as a protection and not merely as a restriction. In the event that your local codes do not treat in detail some specific area of design, you may wish to refer to the national code which forms the basis for your local code, such as the Uniform Building Code or the BOCA Building Code. Where the national code and your local code differ, it is generally beneficial to apply whatever code provisions are the more restrictive. (See M.6., p. 11, in this section.))

Fences (if your Kingdom Hall has such): in good repair, with solid gates and properly working hinges.

Grounds: ladders and garden hoses always put away (so that they cannot be used in vandalism or burglary attempts and so that no one will trip over them); no movable materials left near or in Kingdom Hall grounds, including trash cans and incinerators, which could be used in scaling fence or climbing to roof of Kingdom Hall.

Trees: inspected regularly to confirm they are not diseased; check to make sure limbs are not diseased or damaged by storms, so that they do not fall on automobiles in parking lot, onto property of neighbors, or on Kingdom Hall.

Sidewalks and parking areas: in good repair, without holes, cracks, or uneven surfaces which would cause someone to slip or fall.

Exterior lighting: sufficient to light whole exterior of Kingdom Hall (not obstructed by trees) and for those walking to and from parking facilities at night; mercury or sodium vapor lamps preferred; plastic or heat-tempered globes or other vandal-resistant enclosures; mounted out of reach of vandals.

Roofs: any roof openings (such as air conditioning vents, skylights, ventilation ducts, roof access hatches, etc.) secured either by strong covers or by bars or grillwork, and by adequate locks and latches, and tied into electronic alarm system if you have such; designate brothers to be prepared to come immediately to Kingdom Hall during times of heavy snowfall to aid in removal of accumulated snow from roof (as applicable to climate and roof construction). NOTE: In some high-crime areas, Kingdom Halls with flat roofs have had burglars gain entrance by cutting a hole in the roof. Ultrasonic burglar alarms with vibrators in the ceiling on the structure could detect such an attempt.

Exterior steps: secure handrails (where necessary); steps not broken or cracked.

Mail slots: It is suggested that no mail slots be used. (Arsonists or vandals have used mail slots to put burning materials, water hoses, etc., in interior of Kingdom Hall.) If a mail slot is used, some protection could be obtained by attaching an enclosed box to the inside of the door so that it completely covers the slot. A mail box is required for receiving mail, since the post office will not deliver mail without some kind of mail receptacle. (See Our Kingdom Service, September, 1979, under "Announcements.")

Exits: in accordance with local fire regulations; doors clear of obstacles, operate easily and open outward; good-quality panic devices (with no secondary locks) on emergency exits (depending on your local fire regulations and whether or not your main entrance door is usually locked while your Kingdom Hall is in use, you may want to install panic devices on all exit doors); if panic devices are used, installation by experienced installer, a locksmith if possible; (NOTE: generally, key-in-the-knob locks are not suitable for exit doors); exits are clearly marked with lighted signs, and exit signs and lights have emergency power source in case of power failure; landings or platforms outside exits clearly lighted; fire escapes, if any, are usable and safe.

Doors: roll-up gates, in addition to doors, in high-crime areas; door frames strong and securely in place; doors installed with protective metal strip to cover up gap between door and frame (astragal strip); no thin wood or glass panels in door or beside door which are accessible to lock; doors are solid-core wooden type, 1-3/4" thick (or metal doors), where possible; hinges have non-removable hinge pins. Give cellar doors special attention, since burglars often try entry this way.

Locks: (NOTE: high-security, good-quality cylinders are worth the added expense.) dead-bolt locks with a circular or rectangular dead-bolt, if possible. (No spring locks on any outside door.) Locks protected by cylinder guard plate fastened to the door with round head bolts that cannot be removed with a screwdriver. Locks securely mounted, and bolt constructed so it cannot be cut, extending at least one inch into the receiving plate; locks fit closely with the receiving plate (striker plate); hinges or lock hardware cannot be disassembled from outside of building. (See "Exits," item 9.)

Keys: number of keys limited to those actually needed, and no keys unaccounted for. (If one key is lost, change or re-pin lock cylinders.) "Restricted keys" used if merited by number of keys outstanding and security problems.

Windows: (35-45% of all reports of losses from Kingdom Halls include damage to glass) all windows have locks. (NOTE: window locks have a very limited usefulness unless windows are also tied in to an electronic alarm system. However, they do provide some crime deterrence against casual attempts to gain entry. If locks are used, key or pin locks are best.) In high-crime areas, windows that are easily accessible have gratings or bars on exterior or interior. If warranted by past losses or cases of vandalism, you might consider:

a. WHERE LIGHT IS NEEDED: transparent plastic-type panels such as polycarbonates, instead of glass (polycarbonates resist smashing, as by vandals, but do not resist cutting, drilling, or burning, which a burglar might use to gain entry)

b. WHERE LIGHT IS NOT NEEDED: colored steel-laminated panels instead of glass (panels provide protection against vandals, but the window frame could be vulnerable to burglars.) Alternatively, windows could be blocked in.

Curtains: made of fire-retardant fabric or treated with commercial flame-proofing liquid.

Electrical systems: all wiring in compliance with the National Electrical Code; no frequent replacement of fuses or resetting of circuit breakers, which indicates overloading of electrical circuits; electrical cabinets kept closed; extension and appliance cords in good condition.

Heating/air conditioning systems and appliances: if located on roof, protected by structure housing all around equipment (to protect from vandals); if separate from Kingdom Hall, protected by screen block wall higher than unit (consider maintenance requirements); all electric motors kept clean and adequately ventilated to reduce overheating; appliances grounded; air conditioning and heating equipment cleaned and serviced annually by a competent serviceman before turning on the equipment for the season when it will be used; all heating equipment, including flues, pipes, and ducts, properly insulated and separated from combustible material by a safe distance; heating equipment enclosed in a separate room with fire-resistant walls, doors and ceilings, according to local fire codes; electrical, heating, and air conditioning rooms free of any combustible material, and doors to such rooms locked and marked "Authorized Persons Only."

General housekeeping: combustible trash stored in covered metal containers, disposed of frequently and not accumulated; flammable liquids (paints, varnishes, cleaning solvents, and gasoline for lawn mowers) kept to a minimum and stored in Underwriters Laboratories-approved safety cans (observe local fire department regulations); oily rags disposed of promptly after use; closets, storage and supply rooms kept orderly and free of flammable materials, including oily mops and rags.

Fire protection: one fire extinguisher easily accessible, within 100 feet of any point on each floor, serviced annually and tagged with the date of the last servicing; extinguisher should be type designed for kind of fire which might occur in that portion of Kingdom Hall--use multiple purpose extinguisher if electrical or gasoline fire is possible; automatic extinguishing systems (as in kitchens) serviced semi-annually; fire hoses, fire alarms, or automatic sprinklers tested and inspected annually.

Electronic alarm systems (if your Kingdom Hall has such): checked by competent service personnel at least yearly; all brothers who do lock-up familiar with procedure to activate; system has back-up batteries in case of power failure, or has automatically recharging battery system.

Water pipes: all pipes well insulated to protect against freezing, with extra insulation during periods of extreme cold (if applicable to your area). Special attention given to pipes (1) in ceilings, (2) in outside walls, or (3) below ground level without adequate earth cover.

Bathroom plumbing: where connected to drains or city sewer system, backwater valves installed to prevent water backup. (Note: your insurance does not cover backup from drains or sewers.)

Kitchens (as applicable): over stoves, overhead hood and duct work cleaned on a regularly scheduled basis to eliminate accumulated grease and dirt to reduce possibility of fire.

Interior stairs: secure handrails; secure tiles with rubber treads or other anti-slip surface with safety nosings, or secure carpet with no holes; adequate lighting; doors to stairs kept closed when stairs are not in use.

Storage of sound equipment: (almost all burglaries involve attempts to take the microphones, amplifier, turntable, and related equipment) store sound equipment in closed cabinet with lock (see "Locks" item 11 in this section). Location of cabinet should not be obvious. Amplifier and turntable should, if possible, be permanently attached to cabinet.

Literature and congregation records: not stored on floor, if possible, since may be damaged by flooding in rainstorms, flooding by vandals, or backup of sewers into Kingdom Hall.

Identification of movable appliances, sound equipment, etc.: "Insurance" file in your congregation files should contain an inventory of all Kingdom Hall furniture, sound equipment, appliances, tools, valuable reference works in library, and anything else of unusual value. Inventory should show model number and year (approximate), description of item. (Cost need not be necessarily included, since what you would receive in the event of a loss would be determined by the current replacement cost, not the original cost to you.) One method of taking such an inventory is by photographing the entire interior (and exterior, if applicable) of your Kingdom Hall. Copies of the inventory in whatever form may be kept at some place other than the Kingdom Hall so that the inventory would not be lost in the event of a fire. Often available from your police department, an etching pen can be used to mark appliances, sound equipment, etc., with the congregation name and some other identification in the event the article should be stolen.

Termite protection: yearly inspection by licensed exterminators to confirm that no termite or similar insects have caused damage to Kingdom Hall.

Flood protection: gutters or surface trenches maintained to minimize possible damage to property of Kingdom Hall or neighbors.

Storage sheds and other buildings on Kingdom Hall property: check items 1-28 above, as applicable.

H. Insurance and Contractors

(Note: "Contractors" may include any independent businessmen you hire to do a specific job or provide a service, such as exterminators, roofers, fuel oil suppliers, plumbers, general contractors (for construction), and others.)

Your insurance does NOT cover injuries to any person or contractor who is paid. Only volunteer workers are covered.

If a paid worker is injured while working at your Kingdom Hall, his employer must pay the cost of treating the injury. If your congregation is the employer, you must buy Workmen's Compensation insurance to cover such workers. (See III.F., p. 23.) If a contractor is the employer, he should have Workmen's Compensation insurance or accident insurance with comparable benefits to cover his employees.

NOTE: Most employers, including your congregation, are required by law to buy Workmen's Compensation insurance for their paid workers. If your congregation hires anyone who does not carry the insurance the law requires, you may be held responsible.

Therefore, you should obtain a certificate of insurance from all contractors you hire to work at your Kingdom Hall showing that they have Workmen's Compensation insurance. If a contractor is not required by law to have Workmen's Compensation insurance, obtain a copy of the accident insurance policy for his employees. As soon as you receive such policies or certificates of insurance, forward a copy of them to the Society.

If a contractor damages your Kingdom Hall during his work there, the cost of repairs may have to be paid by the contractor, not by your insurance.

Therefore, you may want to require that your contractors have public liability insurance. If you require such insurance, obtain a certificate of insurance from your contractors.

If your congregation owns any vehicles used on public roads, they should be covered by liability insurance and any other coverage required by the laws of your state. (See III.G., p. 24.)

If there is an apartment located on the Kingdom Hall premises or if any insured building has temporary or permanent tenants, the personal possessions of the tenants are not covered by your insurance. (See VI.C.13., p. 44.) Property now owned by the congregation or being used by it can be covered by a "Homeowners' Tenants Policy" purchased by the one living on the Kingdom Hall property.

Your insurance does not cover damage from floods or rising water. If your Kingdom Hall is located in a low-lying area where such a danger exists, see III.D., p. 22.)

I. Getting the Help of Others

Neighbors of Kingdom Hall: develop friendly relations with neighbors. Using discretion and your knowledge of local circumstances, visit neighbors to ask whether they have any problems with traffic, noise, parking, or other problems related to the Kingdom Hall, and to ask how you can resolve them. You may leave with neighbors telephone numbers of local elders, with encouragement to call them if anything suspicious is noted at the Kingdom Hall. Use discretion in this. (Note: neighbors may not be inclined to call police on our behalf, since they may not want to get involved in making a report to the police.)

In cities, if adjoining buildings are vacant, and if there is possibility of someone's gaining entry to Kingdom Hall through the wall or from the roof of an adjoining building, make effort to contact owner of building. If no response from owner, make effort to contact city authorities to report situation and have them remedy problem. (At the same time, if the problem cannot be resolved, you may want to give consideration to installing an alarm system suitable for this situation.)

Patrols of Kingdom Hall by congregation members: on nights when there is no meeting (this procedure is often followed in those cases where (a) repeated acts of vandalism or burglary have taken place; (b) threats against the Kingdom Hall have been made; or (c) a construction project is under way and equipment and materials on the worksite cannot be locked up or removed after working hours). Carried out by several different members of congregation, if possible; checks made on all nights of week, at different times of night.

Local fire and police departments: take the initiative to develop friendly relations with local fire and police departments. Ask tactfully what suggestions they have to improve security and fire prevention standards of Kingdom Hall. Some departments will be glad to send a representative to inspect the Kingdom Hall. Police may be asked if the Kingdom Hall could be included in their regular patrols.

J. Emergency Planning

As you consider appropriate to your circumstances, give attention to what contingency plans you might make to deal with emergencies which might occur during meetings or which might threaten the Kingdom Hall at other times. Such emergencies might include the following: power failure, bomb threat, riot (including disturbances during strikes by police or firemen), flood, fire, hurricane or tornado, earthquake. You may want to have a brief (generally not more than two or three minutes) review on the Service Meeting of procedures to follow in case of fire or other emergency (such as, attendants alert to keep exits unobstructed, audience remain calm and orderly, follow direction by one on platform and attendants).

K. Kingdom Hall Design

When you are building a new Kingdom Hall or making renovations on your present one, among your first considerations should be safety and security. These begin with design, not just with use. The various elements of safety engineering and planning for maximum security should be considered at the very beginning of your project, not just added at the last minute.

Cost is an important factor in design decisions. However, one incident of severe damage or one incident of arson or vandalism could cost hundreds of dollars and much time before your Kingdom Hall could be used again. Even insured losses are reflected in increased premiums. Do not jeopardize your considerable investment in your Kingdom Hall by trying to save money on the very things that will protect that investment.

Adherence to codes is also necessary. Fire, building, and zoning codes represent accumulated professional judgment on design standards. As such, they are valuable and should be viewed as a protection, not a hindrance. (See the comments regarding codes at the beginning of section "I.G. Inspection Standards," pp. 3-4.) Taking into account all factors, consider the following questions from the viewpoint of accident prevention and crime protection:

Are there any unguarded stairways or changes in floor level which are not obvious? If so, a severe fall could result. Railings should be of adequate strength and height; balusters should be placed close enough together to protect small children from falling through.

Is lighting sufficient? Bear in mind that interior and exterior lighting contribute much to safety and to crime protection. Give special attention to passageways and stairs. Have you planned an emergency lighting system for building exits (and other key points, such as stairs, if necessary)?

Does the placement of entrances and exits recognize them for what they are--potential weaknesses in your Kingdom Hall's security? For example, hidden windows and recessed exits out of public view could shelter a potential vandal or burglar seeking to gain entrance to the Kingdom Hall. Have the door and window frames, the kind of doors, the lock hardware specified, and the installation of all of these been done with a view to good quality and protection from crime? Will the funds allocated for these be sufficient for these purposes, rather than just enough to buy the least expensive types available? Have you installed wiring conduits for burglar alarm systems for all doors and windows? By incorporating them in your design, you can install such systems at a later date with a minimum of expense and effort.

How can you protect sound equipment from theft? Can it be stored and operated out of sight? Can equipment be (1) attached to walls or counters, (2) stored in lockable cabinets with good quality locks, or (3) installed in a separate room?

Have you considered the proximity of nearby buildings and fences and the possible ways that a burglar or vandal could use them to gain entrance to your building or its roof? Have you taken steps to prevent such?

To what extent will windows be necessary for light, and could such be eliminated? (Of course, the elimination of windows may entail the installation of a more extensive mechanical ventilating system.)

Have you carefully checked your local building, fire, and zoning codes for their requirements for structural integrity, number and placement of exits, interior and exterior fire resistance of building materials, provision for the handicapped, and so forth?

L. Safety and Security During Construction Work

Construction or remodeling work involves many potential dangers, and all persons connected with such work need to be concerned with safety and security. Following are suggestions:

In construction or remodeling projects, select one brother to care for safety and security. Select a brother who is knowledgeable in construction matters and who will be working regularly on the job. (NOTE: Be practical in applying the following suggestions. Do not spend unreasonable amounts of time in safety instruction or make long lists of rules for work. Instead, help the workers on the project to be conscious of safety.)

No one should work alone on the construction site. Brothers should coordinate their schedules so that there will always be someone else on the site with them. In case of accident, someone may be needed to provide basic first aid, call for help, or take an injured person to a hospital.

For the same reason, a nearby public telephone or an automobile should always be available to the workers.

Keep work area clean and orderly; keep tools in place.

Do not leave construction materials and equipment unprotected on the construction site, since your insurance does not cover theft if such items can be locked up. After work is finished for the day, lock up tools, equipment, and ladders or take them. Thoroughly tie down anything you cannot lock up or take away after work. Schedule the delivery of materials so that a minimum will be stored on the worksite overnight. In high-crime areas, or according to the judgment of the construction committee, you may want to post brothers as watchmen around the clock at the worksite overnight.

Provide protective clothing (hard hats, safety shoes, goggles, gloves, dust masks) for brothers who are doing work in which they would normally be required to wear such, especially if they do such work more than just once or twice. (Perhaps such equipment could be borrowed by the congregation or by individuals, rather than purchased.)

Many brothers have limited or no experience in the work they are doing on a construction project.

Have more experienced workers train less experienced to be aware of the following: dangerous moving parts, on-off switch locations, electrical dangers, ways to lift heavy loads, etc.

Assign children and youths to work with an adult, not alone. Do not permit them to use power tools requiring more strength or skill than they possess. Visitors to the worksite should be restricted to areas that are not dangerous.

Give special attention to scaffolds and ladders. Make sure that scaffolds are strong enough to bear the weight of all those who will use them and that they have stable supports. Ladders should be long enough (if used to reach a roof, should extend above the roof), in good repair, and on a solid base.

Inspect power tools to make sure that they are properly grounded.

Always have equipment available to extinguish fires. In most cases a source of running water and buckets will be sufficient. If flammable liquids or electrical fires are a possibility, have a portable ABC-type extinguisher on hand, and show workers how to use it.

Give consideration to first aid.

a. Keep appropriate first aid supplies or a first aid kit at the worksite at all times (primarily those supplies which would be needed to control bleeding).

b. Decide what to do in the event of an accident, and go over the procedure with everyone. Discuss the matter often enough to keep what should be done fresh in the minds of all workers. Include the following points: remove any immediate cause of danger, keep injured person calm, do not move if danger of broken bones, notify one of designated brothers on worksite to supervise other steps (if familiar with procedures to control bleeding, attempt to do so by direct pressure or dressings; have someone telephone for ambulance, if necessary; have injured person transported to hospital).

M. References for Further Research

General security measures: Awake!, 12/8/68, pp. 8-11; Crime Prevention Section of your local police department

Safety: Awake!, 11/22/77, pp. 16-20

Maintenance and general information: Our Kingdom Service, May, 1976, insert entitled "How Do You View Your Kingdom Hall?"

Kingdom Hall construction: Awake!, 8/8/77, pp. 21-24

Fire prevention: Fire Prevention or Community Affairs Unit of your local fire department

Building codes: Building Department of your city or county (some states' codes are adopted by the locality); nationally recognized codes (for optional supplementary reference), (1) The BOCA Basic Building Code/1978 and (2) Uniform Building Code. (NOTE: Local architects and building engineers will have copies of these codes, as will some public libraries.) A.

Who Is Covered by the Society's Insurance Arrangement

The Society's arrangement insures your congregation if you regularly meet in a Kingdom Hall which has one of the following:

An insurance account with the Society

A loan from the Society

A commercial loan for Kingdom Hall construction arranged through the Society

B. Who Is Eligible for the Society's Insurance Arrangement

Any congregation of Jehovah's Witnesses in the United States (including Alaska and Hawaii) can obtain insurance through the Society.

A congregation which mortgages its Kingdom Hall to someone other than the Society can still obtain insurance through the Society's arrangement. However, if a local bank or individual gives you a mortgage loan, the lender will usually ask for proof that you have insurance. In that case, give the Society the following facts:

a. The name and address of the lender (along with the name or department to whom correspondence regarding your loan should be sent)

b. The amount of insurance required by the lender

c. Any special requirements of the lender, including the date by which it must have proof of your coverage

The Society will try to provide whatever the lender requires and will send to your congregation a copy of any correspondence with it. Once you have taken the steps shown above, your coverage will continue in effect as before. Neither your coverage nor the cost of your insurance will change.

If you have a Kingdom Hall loan with the Society, you obtained coverage through the Society at the time you received your loan. After that, your coverage continues without any further action on your part. If you pay off your loan with the Society, your coverage will not be cancelled. You will continue to be covered, and no further action or additional premium will be required at that time. (See "J. Term of Coverage and Billing," p. 16.)

Your congregation does not have to own its Kingdom Hall in order to be insured through the Society's arrangement. If the congregation rents or leases the property, it can still be insured for (1) protection against lawsuits and claims for injury, and (2) theft, fire, and other risks for items owned by the congregation. The property insured can include additions and improvements to the rental property and the contents of the Kingdom Hall (chairs, sound equipment, etc.).

C. Other Insurance

The Society's insurance arrangement includes all basic kinds of coverage.

Therefore, as soon as the Society's coverage begins, cancel other insurance immediately. Your previous insurance company should refund the unused part of the insurance premium. (NOTE: If you have flood insurance, do NOT cancel it.)

Before you buy other insurance, contact the Society to determine if it would duplicate the coverage you already have or if the services you need can be provided under your present insurance. (See section III, p. 20.)

D. Insuring New Kingdom Halls

If your congregation rents or buys a new Kingdom Hall, begin insurance coverage with the Society immediately. If you buy new property, do this as soon as you take title to it; if you rent, do this when you begin occupancy.

If your congregation is building a new Kingdom Hall:

a. If the Society's arrangement insures your present Kingdom Hall, insure the new property as soon as you begin construction. This is advisable, since construction involves many potentially dangerous situations.

b. If the Society's arrangement does not insure your present Kingdom Hall, insure the new property as soon as you take title. (If you do not begin construction immediately, it will be necessary for you to write the Society again when you do.)

NOTE: Regarding Builder's Risk insurance (temporary construction insurance), see III.C, p. 21.

The body(ies) of elders for all the congregations meeting in the Kingdom Hall should meet to decide what coverage is needed and from whom it should be obtained.

Once the combined bodies of elders for all concerned congregations have made a decision, each body of elders should submit a resolution to its respective congregation. For insurance purchased through the Society's arrangement, the resolution may read as follows:

RESOLUTION

RESOLVED, THAT we purchase insurance for our Kingdom Hall through the Watch Tower Bible and Tract Society of Pennsylvania under its group insurance arrangement. We understand that this insurance includes fire, extended coverage, and public liability coverage. We agree to pay the cost of premiums charged for such insurance in no more than five payments after we are billed. We understand that this includes interest charged monthly on any unpaid balance due, at the rate currently charged.

Date adopted

Motion made by

Seconded by

Number in favor

[signed] Presiding Overseer Past Presiding Overseer Next Presiding Overseer To insure your Kingdom Hall under the Society's arrangement:

Write the Society a letter requesting insurance coverage, giving the address of the property. State whether (1) you are building a new Kingdom Hall; (2) your Kingdom Hall is mortgaged to someone other than the Society; or (3) you are renting your Kingdom Hall.

The Society will answer with a general letter of instructions, along with Property Description Forms. Complete the forms within 60 days of their receipt. Send two copies to the Society, keeping one copy for the congregation file.

As soon as your request is received and acknowledged by the Society, your Kingdom Hall is covered by insurance under the Society's arrangement. Therefore, when you receive the Society's acknowledgment to your first letter, you may cancel any insurance coverage previously in force on your Kingdom Hall, with the exception noted in C.1, p. 12.

Set up a separate folder in your congregation file for all congregation insurance matters. Mark the folder "Insurance," and place your congregation's copy of the Property Description Form in this file, along with all other correspondence relating to insurance received from the Society.

Send to the Society the resolutions adopted by the congregations using the Kingdom Hall (see D.4, p.13). Keep a copy in the files of the respective congregations.

Comply with all other instructions in the letter sent to you in response to your first inquiry.

The Society will acknowledge receipt of the forms, resolution, and other information you have sent. At the same time, you will be sent other information about your coverage.

Based on the information you submitted on the Property Description Forms, your insurers will give your Kingdom Hall an insured value. That value will be used to figure the amount of your insurance premium. When the Society has been advised of that amount, it will then send you a bill. Payment should be made as indicated in "K. Payment of Your Bill," p. 17.

F. Other Buildings on Congregation Property

You can include in your Kingdom Hall insurance any building the congregation owns or rents. However, no structure is automatically covered by insurance. You must specifically request coverage for each particular building on your congregation's property. To insure other buildings, follow the same procedure as for Kingdom Halls. (See D, p. 13.)

Unless you insure every building on congregation property, you will not be protected against lawsuits and claims that may result from injuries in those buildings. Neither will you be insured for theft or damage to things stored inside them.

Your Kingdom Hall insurance can also include a mobile home that is owned by the congregation. It can be located on property that the congregation does not own. To be insured, the mobile home must be permanently secured (permanently attached on its foundation on the property where it is located) and parked in a protected area (near other houses, not isolated or distant from other dwellings.) If the mobile home meets these requirements, follow the steps shown in D. of this section. Show on the Property Description Form (1) "Mobile Home;" (2) length and location of the mobile home; and (3) value of the home itself (and its contents, if they are owned by the congregation).

To be fully protected by insurance, every building must be insured for the full amount of its current replacement cost. It is your responsibility to do this for your congregation's property. In order to do so, you must provide your insurers with an up-to-date Property Description Form (formerly called "Survey Form") for all buildings. This means that if you make major changes in the dimensions of your Kingdom Hall or its outside structure, you should:

Write to the Society for new Property Description Forms.

Complete the Property Description Forms and take photographs of the Kingdom Hall from the vantage points that would show any recent changes or improvements. Send to the Society at least two such photographs with two copies of the completed forms.

If your insurers believe the insured value of your property should be changed, they will follow the steps in E.8, p. 14.

To increase the value of your Kingdom Hall for any reason other than a change in the outside dimensions or structure of the building, write a brief letter to the Society. State what you believe to be the current value of (1) your Kingdom Hall building and (2) its contents. (Your insurers do not require that you hire a real estate appraiser or get a written estimate of your Kingdom Hall's value. A letter from your congregation is sufficient.) If your insurers agree with the new values you have recommended for your Kingdom Hall, they will follow the steps in E.8, p. 14.

Note: Recently, rapid increases in property values have made it difficult for many congregations to keep the insured values of their Kingdom Halls up-to-date. If you have a loss or damage while your Kingdom Hall is temporarily underinsured, your insurers have agreed that you will still receive the full settlement due you. It is anticipated that the insured values of all Kingdom Halls will be adjusted automatically each year, commencing in the near future. This adjustment will be based on a current appraisal guide or standard index. When the automatic adjustment is made, the Society will inform you of the new amount of insurance on your Kingdom Hall.

H. Land Owned by the Congregation

If the congregation has land on which there is presently no Kingdom Hall or other building being used by the congregation:

Land without buildings is automatically covered by your present Kingdom Hall insurance. It is not necessary to notify the Society to have such property insured.

If your congregation is not presently insured through the Society's arrangement, contact the Society as soon as you take title to any new property. For vacant land, the coverage which applies protects the congregation in the event of accidents on your property. (See section "VII. POLICY TERMS - CLAIMS AND LAWSUITS," p. 45.) (There is no coverage on vacant land for risks described under section VI, p. 41.)

If there are buildings on the property when the congregation acquires it, write to the Society to have them insured. (See F, p. 14.) This should be done even if the buildings on the property are vacant or if you plan to have them demolished soon, because of the possibility that someone may venture on the congregation's property and be injured there, later holding the congregation responsible for his injury.

I. Cancellation of Insurance

Once you have obtained coverage through the Society, your insurance will continue in effect, and you will be charged the full premium each time it is automatically renewed, until you advise the Society in writing to cancel it.

You cannot transfer your insurance to anyone except another congregation of Jehovah's Witnesses. That means that if you sell your Kingdom Hall, you must cancel the insurance coverage as of the date of the sale.

You are billed for your premium by the Society, not directly by the insurance company. Since the Society pays the premium for all Kingdom Halls as a group in advance, you cannot cancel your insurance by simply not paying the premium for which you are billed by the Society.

To cancel your insurance, write the Society a brief letter stating the address of the property and why you are cancelling coverage on it. On receipt of your letter the Society will cancel your insurance and begin procedures to refund to you the unused portion of the insurance premium you have already paid.

The date the Society receives your letter requesting cancellation determines the amount of your refund. You will be credited with the amount of the premium for the full month if your request is received before the fifteenth of the month; after the fifteenth you will be charged for the full month.

J. Term of Coverage and Billing

Since your Kingdom Hall is insured through policies which are carried in the name of the Society, coverage is continuous from year to year. Coverage continues until the congregation requests that insurance be cancelled for a particular building or property. Your policy does not lapse for non-payment of premium.

You will receive a bill for your congregation's share of the insurance premium under the following conditions:

a. When you insure a new Kingdom Hall or add other congregation property to your coverage.

b. When you increase the insured value of your present property, as when you make a major improvement or addition to your Kingdom Hall.

c. When insurance coverage is being renewed for all congregations under the Society's arrangement. You are sent a bill periodically for such renewals; the most recent one was sent in 1978. (In the future it is anticipated that such bills will be sent on an annual basis.)

K. Payment of Your Bill

When you receive a bill from the Society for your insurance premium:

If your congregation has a Kingdom Hall loan with the Society, your regular monthly loan payments include insurance charges. Therefore, you are not required to make any additional payment to the Society. (Your congregation's insurance premium will be added to the current balance of your loan, and you should note this charge on your congregation's mortgage records.)

If your congregation has an insurance account only with the Society (that is, does not have a loan with the Society), you should do the following:

a. Within 30 days of the date on the bill, bring it to the congregation's attention and make payment to the Society.

b. If your congregation cannot pay the entire bill within 30 days of the date of the bill, try to pay it in full in five monthly payments or less. Interest will be charged each month on the unpaid balance and will be added to the balance due.

c. If your congregation cannot pay the entire bill in five monthly payments, write to the Society to explain your situation. At the same time, begin to pay what you can as soon as your circumstances permit. Additional time can be granted if you need it, but you should make an effort to pay the full premium as soon as you are able. Keep in mind that you will need to include interest charges in your payments.

If your congregation has a commercial loan for Kingdom Hall construction arranged through the Society, follow the procedures shown in 2. above.

L. Engineering Requirements of Your Insurers

If you make any major changes in the structure or exterior dimensions of insured buildings, you must notify your insurers through the Society. (See G, p. 15.) Inform the Society also of any change in the chief use or purpose of any buildings you have insured. For example, notify the Society if you convert a Kingdom Hall into a residence building. However, aside from these things, it is not necessary to let the Society know if you make other changes in the property you have insured. For example, your insurers have no restrictions or limitations on matters such as the following: type of heating systems used, distance from high-tension electrical lines, distance from a fire hydrant or from a fire station, storage of dangerous materials or flammable liquids, length of time that a building can be left unoccupied, type of fire sprinkler systems to be used (if any), or use of a part of a building for rental property, either temporarily or permanently.

Before you make changes in the equipment or structure of your Kingdom Hall, make sure first that they will meet the requirements of your local fire, building and zoning codes. However, your main concern is the potential consequences--safety, security, and fire protection--of any changes you make.

What your insurers and the local codes will permit is secondary.

Since you are insured through a group, your insurers will not lower your premium if you add fire protection or security protection equipment to your Kingdom Hall. In most cases, what you are now paying is already much less than what you would pay for the same coverage if your congregation purchased it individually.

Occasionally, your insurers may make brief inspections of your property to assist you in improving the security and safety of your Kingdom Hall or to verify that its insured value is correct. Before making such an inspection, your insurers will contact an elder in one of the congregations meeting in your Kingdom Hall.

M. Relationship Between the Insurer, the Society, and Your Congregation

The Society does not itself sell insurance. Neither does the Society decide how claims will be settled or determine their amounts. Only your insurers provide these functions and other services related to them.

The Society offers an insurance arrangement for congregation property as a service, because more favorable rates are given to members of a group plan. Also, the Society has made an effort to adapt your coverage to the special needs of the congregations. Participation in this arrangement is entirely voluntary.

Since your insurance includes a large number of Kingdom Halls, usually your insurers do not communicate directly with you. Instead, the insurance companies deal with the Society, who then relays their inquiries to you. When the Society expresses the viewpoint and decisions of your insurers, as in this manual, it is not stating that it approves or advocates that view of matters. Rather it is simply explaining to you what your insurance will provide. What your insurers say generally reflects either normal business practices in the insurance industry or the specific terms spelled out in your policies.

Always write or call the Society when you have questions about your insurance. (The only exception would be when your insurers or the Society's insurance representatives contact you directly.) The Society is glad to explain your views to your insurers, but it cannot represent the congregation to your insurers or make decisions in your behalf, other than tentative ones (as in the settlement of claims). The Society is pleased to receive inquiries from your congregation relative to your insurance. It will always try to answer them as fully as it is able.

N. Correspondence with the Society

Show your congregation's full name, including city and state, on all correspondence you send to the Society. NOTE: Do not send letters with the secretary's name and address only. (See Theocratic Ministry School Guidebook, pp. 85-86, par. 4.)

Send all correspondence about insurance matters to 124 Columbia Heights, Brooklyn NY 11201, Attention: Office of the Secretary and Treasurer.

If more than one congregation meets in your Hall, use the name of the congregation which the Society contacts about insurance matters. Normally, this is the congregation which holds the territory in which the Kingdom Hall is located.

All elders in the congregation(s) meeting in your Kingdom Hall share responsibility for taking care of it. However, regular, consistent attention needs to be given to the hall's security, maintenance, and day-to-day operation. It is advisable to select a committee of elders who can do this. Such a committee is usually known as a "Kingdom Hall operating committee." It may include brothers who are not elders, if sufficient elders are not available. (Such a committee would be the same committee as the one referred to in section I.A, p. 1.)

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