Hold Harmless Agreements
The involvement of third party vendors (for example, leasing, renting, or borrowing facilities) will sometimes require the chapter to provide an indemnity agreement to the facility owner. An indemnity agreement, often a Hold Harmless Agreement, states that the chapter indemnifies the owner. In other words, the chapter will not transfer any liability for a claim to the owner and will assume owner’s liability and defense. The chapter should never enter into an indemnity agreement, specifically a Hold Harmless Agreement, without contacting the chapter’s legal counsel first.
Certificates of Insurance
A certificate of insurance is a sheet of paper that outlines the types of liability coverage that an insured (policyholder) maintains. The limits of coverage (the most the policy will pay for a claim) are also stated. When using a third party vendor, a certificate of insurance must be obtained from the vendor. This certificate of insurance verifies that the vendor’s liability insurance coverage names the chapter, the house corporation, and the General Fraternity as additional insured.
Life & Fire Safety
An area of Harm Reduction with great importance and impact is life and house safety. In a chapter facility, where brothers live, sleep, do business, and conduct events, there is an inherent and constant risk for potential harm. Much like for an event, or in mitigating activities and behaviors at the chapter level that pose risk for harm, you must be prepared and proactive in managing a chapter facility. The most costly type of insurance claim for fraternities is chapter house fires. A fire can quickly destroy the house, but more importantly could potentially result in the loss of life.
In order to prevent injury or damage from fire or other hazards, each chapter must be prepared and take proactive and preventative measures. The following resources will be helpful in taking such action.
By conducting a regularly scheduled chapter facility inspection and responding to all unsatisfactory areas immediately, the chapter will be lowering the risk for potential harm in the chapter house. The inspection template can be found online in Officer Portal as resource in conducting inspections. It is also recommended that each chapter facility is inspected by the local Fire Marshal each year to ensure that the facility is up to code with the city or town. The undergraduate members should contact the Fire Marshal to schedule these inspections.
Fire Marshal Inspection
Each chapter facility should be inspected annually by a certified Fire Marshal, and documentation of these inspections should be kept on file at with the chapter officers for review by the chapter’s Educational Leadership Consultant.
Chapter Support Coach Inspection
Twice a year, the Lambda Chi Alpha Chapter Support Coach will perform a chapter facility inspection along with a brother of the chapter. The CSC will provide honest feedback and a series of recommendations that must be addressed. Your chapter should plan to take this inspection seriously and utilize the experience and knowledge of the CSC as a way to address potential life safety concerns at your house.
James R. Favor & Co. Life-Safety Insurance Inspection
Through the Lambda Chi Alpha liability insurance program, each chapter house is periodically inspected by a professional inspection organization. These inspections address issues of life safety and overall facility maintenance. It is important that the chapter cooperate with those scheduling and conducting the inspection. Each inspection will result in a series of recommendations. Along with the House Corporation, university, or independent landlord, the chapter must address these recommendations as required by Lambda Chi Alpha and report to both the Office of Administration and James R. Favor & Co. on compliance efforts.