AG Financial Solutions

In a matter of minutes, a fire can destroy an entire church building and all the memories and history it holds.

Though a church’s insurance may satisfactorily settle the claim, the congregation will have to make other facility arrangements for at least the next year. Though many congregations will rally around the cause, few would ever choose to go through it.

Make no mistake–people are our greatest and most valuable asset. We should do all we can to safeguard them first. But once that takes place, we should next look to doing all that we can to make sure our property and resources are protected.

Besides fires, churches regularly experience the loss of property, cash, and equipment. Some churches are targeted by vandals whose desire is to destroy and deface property as they attempt to intimidate the church by their violence. Finally, some churches, because of their public stance on a particular issue, find themselves the target of groups that don’t share their views.

For all of these reasons, church leaders should consider methods of protecting their facilities and resources. In this section we offer a variety of fact sheets, checklists, and information on the key topics that can and do impact churches. We will also share strategies and methods to be considered to prevent or reduce the likelihood of an incident from occurring.

The following categories should be considered and will be covered:

• External safeguards
• Protecting property
• Access issues
• Alarm systems
• Securing records and data
• Contents evaluation
• Having a plan

People who choose to rob, destroy, or violate our space can sometimes succeed in spite of our best efforts. By discussing a strategy, implementing a plan, and following through, it is likely you will be putting barriers in place thwarting a would-be criminal’s intention of choosing your facility and congregation to victimize.

As has been said in several other sections in this resource, one of the best ways to guarantee continuity and success in safeguarding your people, resources, and facilities is to organize a church safety and security team to provide oversight and direction. If you don’t have a team in place, now is a good time to begin. Once it is up and running, make sure the protection of the resources and facility is on its list.

Ask church members, "Who has access to your church?”, and the answer is often the same, "Everyone!” While it can be good for church members and staff to have unencumbered access as they conduct church business, many are reconsidering making the entire church facility open at all times to all people. Consider several facts:

• Church facilities are increasingly the target of theft. Many times, no forced entry is detected.
• More incidents by disgruntled members or former employees are taking place in churches.
• Churches experience break-ins, vandalism, or arson like any other business.
• Many homeless seek shelter at night in church buildings.
• Churches have a wide selection of equipment that thieves can steal and sell.
• If you have smoke alarms to detect fire and no one is in the building to hear them, a fire can still destroy your building.
• The price of electronic monitoring and access systems is decreasing as the quality is improving.

Monitored Alarm Systems

A monitored alarm system can seem like a costly luxury when common sense precautions would seem to be enough. However, common sense precautions, procedures and even having someone present in the building are not enough to prevent fire, illegal entry, or theft. The key to minimizing damage is the ability to respond quickly, and monitored alarm systems can make the difference.

The barrier for many churches is cost but consider the potential financial impact of even one event. Insurance coverage is sometimes adequate to cover what was lost from a fire or theft, but such events can incur additional costs that are often overlooked, such as the cost of meeting in another location for a year. Add to that the emotional trauma and loss of property, and a monitored alarm system seems less like a luxury and more a necessity.

Consider having a qualified alarm company provide an analysis and quote for a monitored fire/smoke/water/security system, and shop around. Most insurance carriers can recommend a company. Then find a way to build in the acquisition cost over the next several years. Sometimes, a church member is willing to underwrite part or even all of the installation.

Access Issues

Church leaders need to reevaluate if it is truly appropriate for every person, present and past, to have access to the church at any time. Over time, churches using keys for entry are more vulnerable, not only to persons off the street, but also to former members, and in cases of lost or stolen keys. Sadly, many pastors and leaders hesitate to change systems for fear of offending or upsetting individual members. The good news is, access systems are improving in quality, and prices are dropping.

Proximity Readers

Proximity readers are a versatile, secure option. A card or other small device waived in front of a small unit by the door (interior or exterior) releases the door for several seconds, allowing entry to a location. These programmable units also can limit access to certain doors and areas of the church. When a member leaves or no longer has a need for access, instead of trying to collect a key, the card is deactivated. Further, the arrivals and departures of cardholders can be monitored, which is helpful in the event of a theft or other incident.

Keypad Systems

Another option is a keypad system, which grants access by code, which can be changed as needed. One drawback of keypad systems (versus proximity readers) is the requirement to memorize a set of numbers.

Records and Data

Even well intentioned churches that have emergency hard copies and an electronic copy of data, forget to back up all historical membership and financial information, which in a fire would be destroyed. With advances in technology, many options are available.

• Memory Stick You can easily and routinely store important records on a compact memory stick, which works much like a computer disk, but holds much more data then even several disks. Once the data is saved to the stick, it should be taken off premises and kept in a safe place (such as a safety deposit box).
• Off-Site Another option is too electronically “off-site” the data. There are companies (much like a storage unit) that will house your important data for you, where you can conveniently update and retrieve data at your convenience.

These and other methods are important to use to protect important records, such as historical church documents, generational membership histories, and tithing records. It is not enough to have an inventory of church property on site, as it can be destroyed in a fire. Backing up and storing data off site is essential to the continuity of your ministry.

The Plan

Most property and equipment can be replaced, but it takes much time and effort. When tragedy strikes, people need to come together for healing and mutual support. Time spent trying to determine what was in the church, how it could have caught fire, who left the door unlocked, and regretting inadequate planning for such events distract from the work that God has called you to do. Put a property-protection plan in place and follow through. You will be glad you did.

Much to the dismay of church leaders and insurance personnel, often, after a fire or theft, leaders are not able to accurately determine just what property was in the church building. They are forced to rely on volunteers and members to compile a list. Such an effort takes time and is seldom totally accurate.

However, even after a tragedy, some churches are able to quickly produce a list that completely describes everything in the church, along with age and purchase price. Sometimes the church even has a picture or video. This speeds up claims handling and gets the church moving forward toward replacing the lost items.

The difference between these two churches is intentionality. The second church realizes the importance of knowing what they have and have taken steps to make sure they have an accurate accounting of what they own.

If you do not have a clear and current list of what is in your facility, now is the time to become intentional. How do you proceed? There are a variety of ways. First, you may approach the lady’s or men’s group. You could ask several couples if they might be willing to spend a few days at the church to help compile an inventory. Solicit one of the youth to video tape a leader as he/she describes the items on tape. Use a combination of approaches. The key is to have some record you can refer to should something tragic happen.

Produce documentation of everything in the facility. That means every room, closet, storage area, office, worship area, library, and boiler room should be surveyed. Open cupboards, closets, and look behind doors. Simply make a note of what room you are in and note everything in that room. That does not necessarily mean you need to count every pencil and paper clip. A general description of what is in the room, along with a specific description of equipment, property, furniture, artwork, and valuables should be specifically noted. Count chairs and tables, and put numbers to items such as robes, hymnals and bibles. This is not the time to estimate the value of items. Those doing the inventory should simply be making notes. The valuation comes later.

Once the process is completed, leaders should then decide which items need additional information. Obviously, crayons and glue don’t need a value, but a soundboard, camera, piece of art, stained glass window, communion set, and pipe organ should be valued. It is helpful to place an approximate age on the item and, if known, a cost.

Also, have those involved in oversight of specific areas (such as library, music files, children’s area, etc.) provide an accurate count and description of the items under their care. For extremely valuable items, an appraiser may need to make a dollar determination. Such appraisals can be quite valuable, both for making sure there is adequate insurance coverage on the item and to determine what measures are needed to protect the item.

Finally, after this is all completed, make a copy of the documents and make sure there is a copy off-site. A list will do you no good in the church if the church burns down. It is important to make sure any equipment additions or deletions are noted on the list. The entire inventory should be reviewed annually to make sure it is accurate.

Discretion will protect you, and understanding will guard you.
Proverbs 2:11 (NIV)