Georgia Church Insurance

Keeping Safe When Using Moveable Carts

There are numerous areas within your ministry that present a variety of safety concerns, and the use of moveable television carts should be added to your list.

Whether it’s a nursery, Sunday school or an after-school program, most religious organizations have programs that involve children. Many of these programs utilize a television with a video cassette player or DVD player for entertainment and education purposes.

Accidents involving televisions on carts are not uncommon. Recently, a 6 year old sustained a fatal injury when he attempted to climb onto a moveable cart and the television fell off striking him on the head. Another tragic accident occurred when a teacher asked an 8-year-old student to push a television cart from one room to another. The cart tipped when the wheels hit an object. The television fell onto the boy’s leg causing permanent damage.

Simple steps help prevent accidents

If you have a television and other equipment on a moveable cart, there are some steps you need to take to help prevent accidents from occurring:

• Always secure televisions and audiovisual equipment to moveable carts by using a strap or mounting brackets
• Make sure the carts are rated for the size and weight of the equipment
• Don’t allow children to play on moveable carts even if the equipment is strapped or mounted to the carts

Don’t allow children to move the carts around without supervision

For more information or to get a free quote for church insurance in Georgia please call 1-877-77GoAIB or 1-877-774-6242 or fill out the following online application and one of our team members will contact you shortly.

Fraud in the workplace isn’t limited to huge corporations such as Enron and WorldCom. In fact, small businesses, including religious organizations, are all-too-easy targets for occupational fraud.

And the damages are greater for small businesses, where the average loss from employee theft is $127,500, vs. $97,000 for large companies.

Fraudulent crimes perpetrated against religious institutions are on the rise and on the front pages of newspapers across the country.

• The administrator of a church in Pennsylvania stole nearly $100,000 of church funds over a 14-year period by falsifying vouchers and payments and forging pastors’ signatures.
• The former pastor of an independent congregation in Missouri plead guilty to felony fraud when he absconded with funds that may have exceeded $30,000. More than 100 church envelopes were found in the garbage behind his home.
• A Tampa, Fla., church authorized its minister to withdraw church funds on his signature only. He did just that, pocketing $6 million of the congregation’s funds.

“Any non-profit organization, like a religious organization, that tends to place a lot of financial control with one person with little or no oversight and little or no separation of financial duties is going to be significantly more susceptible to internal fraud,” said John Warren, associate general council of the Association of Certified Fraud Examiners.

So who perpetrates such crimes? All too often, it’s an individual so trusted that he or she has a high level of access to the worship center’s funds and financial dealings. The FBI describes the profile of an embezzler as a bright person who has been on the job five to six years, provides above-average performance and is highly motivated, valued and trusted.

Embezzlement occurs at worship centers of all denominations and sizes, in large cities and small towns. The underwriters of accountants’ professional liability insurance attributes the increasing number of embezzlement claims in recent months to the tough economy and rising unemployment.

“Religious organizations are particularly vulnerable because they handle a lot of cash, which provides easy access and opportunity for abuse,” said Nick Hodson, partner, Global Investigations and Dispute Advisory Services of the accounting firm Ernst & Young. “There’s probably a higher level of trust and that tends to mean there are less intrusive controls that would help safeguard the worship center.”

Prevention is key

Although it’s impossible to create an environment that’s entirely risk-free, you can minimize the potential for fraud through planning and diligent execution of good business practices that remove temptation and opportunity for fraudulent activities. Let’s review the basic steps every business should take to safeguard assets.

Personnel

• Check the references of potential employees very carefully. When in doubt, conduct a credit check and criminal background check.
• Develop a policy that establishes high standards for conduct and clearly outlines duties. Make sure that the appropriate people have read the policy, understand it and sign off on it. Keep one copy for your files and give a copy to employees for their files.
• Establish exacting personnel and volunteer procedures for access to and management of organization assets.

Risk assessment

• Risk assessment is a first step toward developing a sound plan that will address the needs and systems specific to your worship center.

• On a regular basis, conduct an audit of existing financial systems and practices to identify weak areas that could invite deception.
• Track the flow of assets in and out of your organization to determine control points.
• Analyze financial data in your books and records to make sure that all transactions reconcile. It’s best to use a computer program to track finances. These programs allow records to easily be reviewed and tracked.
• If you don’t have the resources to assess risk and develop a preventative program, hire an accountant with experience in workplace theft or a fraud investigator. Fraud studies published by the Journal of Accountancy show that up to 80 percent of fraud cases can be detected simply by asking the right questions — the questions a professional will ask.

Loss prevention program

Your loss prevention program comprises primarily the development of safeguards and processes to strengthen weaknesses in your system. The key is to keep bookkeeping processes as simple as possible to help reduce error and confusion.

• Your loss prevention program should be compatible with your worship center’s financial goals and plans. For instance, the goal for the growth and scope of your youth ministry might necessitate making funds for that program available to the youth minister. However, he or she will need to be accountable for appropriate record keeping and documentation of expenditures.
• Limit the number of bank accounts your organization maintains and the number of people who are authorized to sign checks. Two signatures should be required for checks over a predetermined amount such as $1,000.
• Transfer of large sums of money into or out of different accounts should not be permitted without written consent of two persons.
• Checks should be pre-numbered but not pre-signed or “signed” with a signature stamp. Blank checks or partially completed checks invite confusion and mishandling.
• The original corresponding invoice and a receipt should be provided for each cash withdrawal. Create a standardized form to document any cash handling.
• Ask members to place offerings in a sealed envelope with their names and dates recorded on the outer envelope.
• When checks or cash arrive via the offering plate or by mail, a list and tally of the collections should be made, and they should be deposited promptly — daily when possible. At least two people should be present when the offering is counted.
• Checks should be stamped “For Deposit Only” to discourage tampering.
• Establish division between people who collect funds, keep books, write checks and manage the bank accounts.
• Bank statements and accounting records should be balanced on a monthly basis.
• Maintain records on assets, equipment and supplies.
• Limit the number of worship center keys made available to staff or parishioners and record the names of people who have keys. Keys should be marked “Do Not Duplicate.”

Should you suspect fraud is being perpetrated, don’t try to handle it yourself.

“Call an accountant with fraud experience, a fraud examiner or a lawyer,” Warren said. “It can be a delicate process; you may not want to tip off the person under suspicion early in the investigation. You need an expert who knows how to investigate fraud and how to preserve evidence, if there will be legal action. Plus, you don’t want to violate the legal rights of the person being investigated.”

For more information or to get a free quote for church insurance in Georgia please call 1-877-77GoAIB or 1-877-774-6242 or fill out the following online application and we will contact you shortly.

Lightning strikes about 100 times per second or 8,640,000 times every day. Although it’s impossible to predict where the next strike will occur, there are steps you can take to prevent or at least reduce the damage if that strike hits your steeple.

For worship centers — because they are often located in open areas, on high ground or have high towers and steeples — it’s more important to take prevention steps than it is for other types of buildings.

Each year in the United States, thousands of homes and properties are damaged or destroyed by lightning, with damage costs estimated at $4 to $5 billion. In the last five years, more than 7,600 worship centers insured by Church Mutual reported fires that were caused by lightning.

Peter Jackson, consulting engineer from KENICK Inc., a company that consults with more than 115 electrical utilities across the country, stresses the importance of lightning and surge protection and preparedness.

“A lightning protection system that includes a lightning rod is important for every building because it provides a means for controlling the lightning and preventing damage,” Jackson said. “A basic level of rod maintenance can be performed by congregational staff members. However, there are strict guidelines for installing a ground rod, and it should be handled by a professional.”

Jackson recommends worship centers use the following guidelines to protect against lightning damage:

1.    Conduct an electrical equipment audit and purchase quality surge protection for high-value equipment such as office computers, soundboards and video equipment. A surge protector shields electronics from surges in electrical power. Different levels of surge protection are available, beginning with “single-stage” devices with three small surge elements. A “multistage” surge protector with six large surge elements and inductive chokes is recommended for most facilities. The cost is usually between $75 and $100.

2.    Perform preventative lightning maintenance regularly:

a.    Inspect ground rod cables twice a year. Do not physically touch or adjust the ground rod connection for the power system unless all power is turned off.

b.    Inspect the location surrounding the power system ground to ensure the area is dry. A moist area increases the risk for lightning strikes.

c.     If corrosion or loose connectors are noted, contact a professional to make repairs.

3.    Install a small, uninterrupted power supply (UPS) system on your main worship center computers, phone switch and any other item that should stay “on” during momentary power interruptions.

1. Install “loss of phase” protection on all 3-phase motors, pumps and air conditioning compressors. This small device shuts off equipment during a power loss.

For more information on lightening prevention or to get a free quote for church insurance in Georgia please call 1-877-77GoAIB or 1-877-774-6242 or fill out the following online application.

Electricity: a powerful and potentially harmful resource

The electrical needs of religious facilities grow and change over time. Increased dependence on electricity often overburdens older worship centers that were not designed for the amplitude of today’s technology demands. More recent facilities also can benefit from electrical updates with new and life-saving equipment.

Each year, numerous churches experience fires as a result of faulty wiring, electrical arcs, overloaded circuits or improperly grounded equipment. Many of these hazards can be prevented with regular electrical inspections and updates.

“Electrical inspections are important for all buildings; however, congregations with aging facilities are especially at risk for potentially harmful out-of-date wiring and inadequate circuits,” said Todd Kindred, training director for Northern Illinois Electrical Joint Apprenticeship and Training.

“There are two important types of inspections: a safety inspection, conducted by a custodian or other facility staff, and a professional electrical inspection,” said Christopher Lindsay, director of programs for the Electrical Safety Foundation International (ESFI) in Rosslyn, VA.

Safety inspections

“Monthly safety inspections should review common areas of the electrical and lighting systems throughout all congregation buildings,” Kindred said.

“Create a checklist that covers areas such as light bulbs, extension cords, wall outlets, appliances and the breaker box,” Lindsay said.

Light bulbs and extension cords
- Light bulbs should be the correct wattage size for the fixture. A bulb with too much wattage might overheat.

Extension cords should not pass through walking areas, and furniture should not rest on them. The cords should be in good condition and should only be used on a temporary basis. If necessary, note any areas where additional outlets or receptacles need to be professionally installed.

Wall outlets and switches
- Check outlets and switches to ensure they are working properly. Outlets and switches also should be cool to the touch. Warm or improperly operating outlets or switches might indicate an unsafe wiring condition. Replace any missing, cracked or broken outlets and switch cover plates.

“Listen for crackling or buzzing coming from the outlets. If you hear any noises, contact an electrician to identify the cause,” said Luka Dexter, project manager at Knights’ Electric Inc. of Windsor, Calif.

Tamper-resistant outlets
- Tamper-resistant outlets have an internal shutter mechanism that protects children from sticking objects into the receptacle.

“Tamper-resistant outlets are easy to retrofit to older buildings and should be installed in all standard wall outlets,” Lindsay said.

Ground Fault Circuit Interrupters
- “Ground Fault Circuit Interrupters (GFCIs) are required in bathrooms, kitchens and anywhere electricity is used outside the building,” Kindred said. “They are designed to provide protection against electrical shock.”

Test GFCIs each month and also after electrical storms. To test GFCIs, follow this procedure:

1.    Push the “Reset” button on the GFCI receptacle to prepare the unit for testing.

2.    Plug in a nightlight and turn it on. The light should now be ON.

3.    Push the “Test” button of the GFCI. The nightlight should go OFF.

4.    Push the “Reset” button again. The nightlight should now go ON again.

Contact an electrician if there are any problems during the GFCI test.

Appliances
- All appliance cords should be placed away from hot surfaces and water. Have an electrician inspect any appliances that give a slight shock when touched.

Breaker boxes
- “Fuse boxes or circuit breaker boxes should appropriately label which circuits power each room in the building,” Dexter said. “Appropriate personnel also should know where the box is located and how to turn off and restore power.”

“Regularly resetting tripped circuit breakers might indicate that the circuit is overloaded or that other electrical hazards exist,” Lindsay said.

Professional electrical inspections

“Inspections should be conducted by a certified electrician at least once every five to 10 years and before any remodeling or building projects begin,” Kindred said.

“An electrician also should be contacted if you observe warning signs of electrical trouble, such as noises in the walls or outlets, flickering or dimming lights or exposed wires,” Dexter said.

Inspections also are recommended for buildings more than 15 years old, especially if equipment, appliances and lights have been added or upgraded.

“Most electrical equipment, such as wires and switches, has a life of 20 years,” Dexter said. “This equipment should be inspected for loose connections, wear and damage.”

Electricians also look for potential problems, such as old outlets, frayed wires, discolored light fixtures and outdated panels in the breaker box. In addition, many certified electricians offer infrared technology that quickly and efficiently detects possible electrical problems. The infrared scan gun identifies heat that could signal potentially hazardous conditions hidden inside walls.

In addition to performing inspections, professional electricians also should perform electrical updates and repairs.

One important electrical update is to install Arc Fault Circuit Interrupters (AFCIs). This new type of circuit breaker recognizes potential fire hazards and immediately shuts off the power. An arc fault occurs when electricity is unintentionally released from wiring cords or appliances because of damage or improper installation.

“This new technology is not yet required in electrical codes, but places of worship should consider having AFCIs installed by a professional electrician,” Lindsay said. “This is especially important for older buildings, which are more susceptible to fires caused by arc faults.”

“The electrical system in a place of worship evolves over time as the building ages,” Kindred said. “This makes performing regular electrical inspections and keeping detailed records crucial.”

Congregations should file detailed records of professional electrical inspections and congregation-performed safety inspections as well as any updates and repairs.

For more information or to get a free quote for church insurance in Georgia please call 1-877-77GoAIB or 1-877-774-6242 or fill out the following online application.

Frozen pipes might be a distant thought as we enter the dog days of summer, but early detection and pipe inspection are imperative to avoid winter plumbing trouble. Identifying plumbing problems in summer allows for adequate time to make repairs before the winter temperatures arrive.

“An annual visual inspection of waterlines and pipes by worship center maintenance staff can help detect and prevent plumbing problems,” said Paul Abrams, public relations manager at Roto-Rooter Plumbing and Drain Service.

“Look for inadequate pipe insulation located in outside walls, roofs, attics and crawl spaces,” Abrams said. “Lack of insulation is a common cause of frozen pipes during the winter months.

“Foam rubber pipe wraps and fiberglass insulation are two methods that help prevent freezing,” he said. “Sometimes no amount of insulation will prevent a pipe from freezing if it’s located in an extremely vulnerable area or is exposed to wind.”

For pipes that are especially susceptible to freezing, Abrams suggests using thermal heat tape that warms the pipes with electrical current or contacting a professional plumber.

“Maintenance staff should keep an eye out for soft spots or faint stains on walls,” Abrams said. “Signs of mildew or mold also are signals that moisture is present with possible leaks.”

Other common signs of a leak include damp insulation and a musty odor.

“One very effective way to check for leaks is to monitor water usage over a period of months by reviewing water bills,” Abrams said. “If there is an unexplained increase in water usage, there could be a leak that has gone undetected.”

Preparing an unoccupied building for the winter is especially important. To prevent leaks and burst pipes, shut off water services and drain the water heater and softeners. Disconnect all outside water hoses and cover the faucet using a faucet insulation kit. Water in toilet tanks should be sponged out, and bowls should be filled with antifreeze.

Occupied buildings also should be winterized. Another good tip is to open kitchen and bathroom cabinets under sinks to allow heat in the room to circulate around uninsulated pipes. Also, make sure the building’s heat is set to at least 55 degrees Fahrenheit.

If a leak is detected, shut off the water main and contact a professional plumber immediately.

For more information or to get a free quote for church insurance in Georgia please call 1-877-77GoAIB or 1-877-774-6242 or fill out the following online application and we will contact you shortly.

Food Poisoning Affects 76 million Americans Annually

The kitchens at religious organizations across the country are often busy with volunteers making meals for a variety of occasions. In most cases, there are no problems with the preparation and serving of the food. However, sometimes safety and cooking procedures are overlooked, and the results can be deadly.

Recently, 114 people gathered at a church in Georgia for a traditional turkey dinner. It appears that the turkeys were improperly thawed or were not cooked well enough. The turkeys caused salmonella poisoning that killed one of the diners and sent 36 others to the hospital for treatment.

The Center for Disease Control estimates that 76 million Americans get sick, more than 300,000 are hospitalized and 5,000 die from food poisoning each year. As we enter the holiday season, it’s a good time to review food preparation safety tips.

Planning key to avoiding food preparation problems

Just because you’ve assembled a group of great cooks doesn’t necessarily mean they know how to purchase, safely prepare and store large quantities of food.

Some tips before the turkey and other foods reach the oven:

• If you purchase a fresh turkey, buy it no more than two days before cooking.

• Check the “best before” date on the bird because it indicates the freshness.

• If you buy a frozen turkey, allow four to six days for thawing in the refrigerator, depending on the size. A general rule of thumb is a day for every five pounds of turkey.

• If you plan to thaw in cold water, which is a faster method than refrigerator thawing, realize this option requires more attention. The turkey should be in leak-proof packaging or a plastic bag. Submerge the turkey in cold tap water, changing the water every 30 minutes. It will take about 30 minutes per pound to completely thaw a whole turkey. After thawing, cook it immediately – turkey thawed by the cold water method should be cooked before freezing.

• If thawing in the microwave, cook the turkey immediately thereafter because some areas of the bird may become warm and begin to cook. Foods thawed in the microwave should be cooked before freezing.

• Realize that frozen, well-wrapped turkeys can be kept in the freezer for up to one year.

• Store and prepare food safely. Refrigerate or freeze perishables within two hours of purchase.

• When packing raw items (such as hamburger) for transport, keep them separate from what won’t be cooked (buns).

• Plan ahead to make sure the location for your community meal meets your needs. Be sure you have enough oven, stovetop, refrigerator and freezer space and workspace. Find out if there’s a source of clean water. If not, bring water.

• Find separate areas in the workspace for raw and cooked food. Never place cooked food back on the same plate or cutting board that held raw food. Wash hands, cutting boards, dishes, utensils and work surfaces frequently with hot, soapy water.

Meat thermometers are your first line of defense

It’s time to get your dinner plans under way. The ovens are on, and the guests will be arriving in a few short hours.

Some guidelines:

• Cook food to safe, internal temperatures. It’s the only way to tell if harmful bacteria has been destroyed. Use an instant-read food thermometer to check the temperature toward the end of the cooking time but before the food is expected to be done.

The United States Department of Agriculture Food Safety and Inspection Service chart recommends 145 degrees Fahrenheit for steaks, roasts and fish, 160 degrees for pork, ground beef and egg dishes, 170 degrees for chicken breasts and 180 degrees for both whole chickens and turkeys.

The thermometer should be placed in the thickest portion of the food and should not be touching bone, fat or gristle.

• Clean the thermometer between uses in warm, soapy water.
• Never partially cook food for finishing later.

• Never roast a turkey in an oven below 325 degrees Fahrenheit.

• Do not rely on the pop-up button or built-in thermometer, as they are generally unreliable.

• Transport food safely, keeping hot food hot and cold food cold. Cold food should be kept below 40 degrees Fahrenheit and placed in a cooler with a cold source such as ice. Hot food should be kept above 140 degrees Fahrenheit, wrapped well and placed in an insulated container.

• Keep food out of the danger zone, which is between 40 degrees Fahrenheit and 140 degrees Fahrenheit. Place cooked food in chafing dishes or slow cookers or on preheated steam tables or warming trays.

• If you need to reheat, food should be hot and steamy for serving. Use the stove, oven or microwave to reheat food to 165 degrees Fahrenheit. Bring sauces, soups and gravies to a boil.

Leftovers can be just as good as the meal itself

OK, you overestimated on how many people would attend and/or how much they would eat. That means leftovers can be distributed to lucky recipients. Some preservation tips:

• Do not refrigerate the whole turkey. Remove the meat within two hours of roasting.

• Place leftovers in shallow containers and refrigerate or freeze immediately.

• When in doubt, throw it out. Discard food left out at room temperature for more than two hours.

24-hour assistance a mere phone call away

The USDA meat and poultry hot line can answer your food safety questions. You can contact someone between 10 a.m. and 4 p.m. Eastern time on weekdays year-round. Just call (888) 674-6854. Although closed on most holidays, the help line is available from 8 a.m. to 2 p.m.

For more information or to get a free quote for church insurance in Georgia please call 1-877-77GoAIB or 1-877-774-6242 or fill out the following online application.

Although taking down holiday decorations doesn’t seem like an extension of the natural holiday cheer, the disappointment of opening boxes and finding damaged ornaments is a poor start to next year’s holiday season.

“Oftentimes, holiday decorations are quite rare with immeasurable sentimental or great financial value,” said Don Schmitt, divisional merchandise manager and vice president of Trim-a-Tree at one of the Midwest’s largest holiday decoration retailers, Milwaukee-based Carson Pirie Scott & Co.

Schmitt believes there are three key words in ornament care: wrapping, packaging and storage. The first step in wrapping ornaments that is often overlooked is to remove the hooks.

“While leaving hooks on can save time, they can also cause irreparable scratches or punctures to the surface of the attached ornament as well as harm to other ornaments,” Schmitt said. “When holiday lights are lit, these scratches can become quite noticeable.”

Each ornament should be individually wrapped in acid-free tissue, available at art supply stores and many specialty holiday retailers.

Although newspaper and regular tissue paper are often used, there is a real risk of color bleeding onto the ornament, particularly as the moisture levels of storage areas change.

“Be generous in using protective filler in boxes,” Schmitt said. “Placing a layer of a foam-based product or acid-free tissue on the bottom of the box is very important as it tends to absorb weight while being in contact with various surfaces. Also, look to minimize free space by making sure boxes aren’t packed too tightly or too loosely.”

Once the ornaments are safely stored in the box, clearly label all visible sides, since it is unlikely that the same person will be placing and then removing the boxes from storage.

“Ornament protection doesn’t end with a carefully packed box — the care taken in storing ornaments is essential,” Schmitt said. “Find a storage area that doesn’t have excessive moisture and isn’t near direct heat. It is also important to find an area that maintains consistent temperature.”

Keeping packaged boxes off the ground is key. Also, make sure they aren’t in heavy-traffic areas where there is greater risk of being bumped or knocked over.

Finally, Schmitt recommends keeping an updated inventory of ornaments as well as key decorations.

“In case of an accident or theft, having an updated inventory will help expedite the insurance process,” he said.

“Keeping keepsakes safe does take extra time, but it certainly outweighs the disappointment brought on by destroyed or damaged sentimental or valuable items,” Schmitt said. “Ornament care is about making sure that the enjoyment of holiday decorations is guaranteed by remembering to wrap, package and store appropriately.”

For more information or to get a free quote for church insurance in Georgia please call 1-877-77GoAIB or 1-877-774-6242 or fill out the following online form and we will contact you shortly.

Although fund-raising campaigns are the lifeblood of many religious organizations, they can be among the riskiest programs an organization undertakes. A heavy reliance on volunteers and lack of internal controls make these activities particularly vulnerable to fraud.

Two of the best and easiest ways to safeguard your ministry against these crimes are awareness and preparation. Consider these tips before conducting your next fund-raiser.

Pick a professional

Fraud prevention begins with diligent hiring practices. Selecting a fund-raising coordinator is an important decision and one that should not be taken lightly. If this person has access to the finances and other confidential information, it is important to choose someone who is equipped to handle that kind of responsibility.

“We try to appoint people who have already held leadership positions within the church,” said Laurel Gaard, director of administration at Easter Lutheran Church in Minnesota. “That way we have had a chance to assess their commitment to the organization and its interests.”

It also is important that the person be committed to the success of your fund-raiser. A person is less likely to commit fraud if they are truly invested in the outcome. A good fund-raising coordinator is motivated, goal-oriented and organized and has the ability to solve problems effectively.

Procedure, procedure, procedure

“Although many organizations think it could never happen to them, there is always a risk that even a good person could make a bad decision,” said Jeff Bloss, supervisor for KDV, a CPA and business advisory firm that provides financial and technology expertise to help nonprofit organizations better manage assets and systems. “The key is to take away the opportunity, the temptation. This keeps honest people honest and will help prevent your organization from becoming a victim.”

Clearly outlined procedures are effective in limiting the opportunity for fraudulent activity during your fund-raiser. If your organization does not have a written procedure, develop a policy that defines the financial processes and delineates who has the authority to make decisions.

Written procedures should also outline internal controls — procedures designed to protect the organization’s assets and ensure they are being used efficiently in pursuit of the organization’s goals. Examples of internal controls include: requiring dual authorization on all transactions, implementing proper documentation and accurate recording guidelines, enforcing computer security methods and consistently validating cash receipts.

Defining standard procedures will ensure all volunteers and committee members know what is expected of them. If everyone understands the strict checks and balances, they might think twice before committing fraud.

Divide and conquer

Dividing financial duties is the easiest control measure to implement. Segregating duties allows for shared responsibility, which, in turn, allows for shared accountability. This means that volunteers are being monitored continually, even when board members are not present.

“The best safeguard against fund-raising fraud is to make sure that two or more people are checking the money,” said Bob Connolly, co-owner of The James Company, a stewardship consultant organization for worship centers. “When one person has sole control, it is easy to perpetuate and hide discrepancies.”

The high volume of cash transactions associated with fund raising can create an increased opportunity for fund misappropriation. Requiring two forms of authorization for every transaction is an important part of duty segregation. This ensures that the checks and balances system is being applied consistently and limits the opportunity for embezzlement or fraudulent spending.

A trained eye

Become familiar with the financial trends of your organization to identify fraudulent activity. One of the best ways to do this is to require your fund-raising coordinator to submit monthly (or weekly, if applicable) financial reports. These reports should list all financial activity, including donations, deposits and expenditures, and should be compared to the budget or planning document for consistency. It also is a good idea to check these reports against your monthly bank statements.

Make this a monthly procedure so that any discrepancies are dealt with in a timely manner. If fraud occurs, it can be caught relatively quickly.

Bring in the experts

“An independent audit or review of internal controls on an annual basis is an important safeguard for churches participating in fund-raising activities,” Bloss said. “A third party can oftentimes be more objective when reviewing the finances and can be highly effective in identifying areas of concern.”

The truth is most fraud cases are uncovered through independent audits or by a third-party reviewing the financial records, and most of these detections occur during routine checks when the religious organization does not even suspect fraud. An audit of your organization’s finances is a great way to review the effectiveness of your internal controls and an important step in ensuring your fund-raiser will be successful.

Being prepared

While internal controls are an effective way to protect your organization, there is no way to totally eliminate the risk of fund-raising fraud. If fraud does occur, the best way to minimize the damage is to purchase an insurance plan.

“Insurance is so important in protecting your church from crimes such as embezzlement,” Gaard said. “In today’s world, there are no assurances that your organization will not become a victim and that makes having this form of protection crucial.”

Many insurance companies offer crime insurance packages, which can cover employee dishonesty, forgery, theft, disappearance and destruction of money and computer fraud. Check with your insurance provider to see what plans they offer.

When it comes to the well-being of your organization and the success of your fund-raiser, trust is not enough. You must rely on internal controls to ensure proper management of your finances. The key is to assess your organization’s weak areas and then properly apply the necessary controls to effectively safeguard your religious organization. This is one situation in which being prepared is vital to your success.

For more information or to get a free quote for church insurance in Georgia please call 1-877-77GoAIB or 1-877-774-6242 or fill out the following online form.

Out And About In Other Countries

Guard Your Passport

Your passport is the most valuable document you carry abroad. It confirms that you are an American citizen. Do not carry your passport in the same place as your money or pack it in your luggage. Remember to keep your passport number in a separate location in case it is lost or stolen.

In some countries you might be required to leave your passport overnight or for several days with the hotel management. This might be local practice–do not be concerned unless the passport is not returned as promised.

If your passport is lost or stolen abroad, immediately report it to the local police, obtain a copy of the report and contact the nearest U.S. embassy or consulate to apply for a new passport.

Heed Local Advice

It is best to take advice on the areas that are safe to visit and those that should be avoided. Tourist areas that are safe during the day can sometimes change character after dark. In some cities, the only secure way for a visitor to travel is in a taxi that has been arranged by the hotel.

Traveling On Foot

If you will be moving around a city on foot, these “Do’s” and “Don’ts” can help you:

• Take a street guide with you whenever you go out.
• Leave your passport in the hotel safe and carry a photocopy with you.
• Do not wear an expensive wristwatch or jewelry and do not carry a lot of cash. Avoid outward signs of affluence.
• When making purchases, avoid displaying large amounts of cash or a number of credit cards.
• Carry your wallet in your front trouser pocket or your handbag in front of you, with the clasp towards the body.
• Walk in the middle of the pavement and keep away from alleys and other places where you could be accosted.
• If, by chance, you find yourself in an area you feel worried about, look straight ahead, walk quickly but not hurriedly, and try to appear as if you know where you are going.
• Do not take photographs of military personnel or installations unless you are absolutely sure it is allowed.
• Never exchange currency with persons who approach you on the street. You could face arrest and imprisonment if caught.
• Be careful about traveling in elevators. If you are in doubt, don’t. If you are already in an elevator and someone suspicious gets in, get out right away.
• If you are jostled, almost knocked over by a car which stops suddenly in front of you when crossing the road, or surrounded by a group of children begging, you should assume that you are being distracted to facilitate picking your pocket, stealing your handbag or taking your watch. If you react instinctively if this happens, you might avoid losing your belongings. Pickpockets can be very quick.

Traveling By Car

Avoid driving a car in a city or country with which you are unfamiliar and which has a poor security situation. If you must drive a car under these circumstances, remember to:

• Select a rental car that is as inconspicuous as possible. It is best to plan your rentals in advance so you can research the company to make sure you are dealing with a reputable firm.
• Carefully check your route on a street guide and get directions from the hotel before you depart.
• Be aware of areas you should avoid.
• Keep your car doors locked at all times when driving. In some countries, robbers will enter your car when you are stopped at a traffic light.
• For the same reason, do not open your car windows to buy cigarettes, flowers, newspapers, etc., from children at traffic lights or intersections.
• Be careful where you park your car. If it is on a street, under a street light is best. Never leave valuables in the car and always check to make sure that there is no one hiding in the back seat before you enter your car.
• If someone flags you down and appears to have had an accident or a mechanical breakdown, do not stop–drive on. They might be setting you up for a robbery. If you must stop, first drive past, take a good look around and double back. Always try to leave yourself room to maneuver your vehicle and be extremely cautious.
• If you are involved in a collision, exercise caution, particularly if the accident is not your fault. It might be a set-up to rob you. Remain in the car and wait for the police to arrive. If possible, go to the nearest well-lit shopping area and telephone the police.

Be aware that if you are involved in an accident, particularly if you do not speak the local language, you might be held responsible for any damage or injury, regardless of whether or not you are to blame. You should seek advice prior to leaving the hotel on the procedures to follow in the event of a traffic accident.

For more information or to get a free quote for church insurance in Georgia, please call 1-877-77GoAIB or 1-877-774-6242 or fill out the following online application and we will contact you shortly.

The changing of the seasons no longer means the end of camping season for many religious organizations. Winter camps and retreats are catching on as popular recreational alternatives for youth and family groups.

A growing number of camps now offer winter retreats and conferences that celebrate religious ministry along with the winter season.

Snowbird Wilderness Outfitters in Andrews, N.C., has been offering winter retreats since it opened in 1998.

“Our winter retreats seem to grow in popularity every year,” said Spencer Davis, Snowbird’s program director. “Summer is definitely peak camping time, but our winter retreats offer a much-needed break from school and work-related stress.”

Winter camps function much like their summer counterparts; however, activities and lodging are adjusted to accommodate the cooler climate.

“We winterize our housing facilities for cold-weather retreats,” Davis said. “When offering cold-weather activities, it is important to provide our campers a heated environment in which to warm up. Campers are housed in heated cabins and dorms, and we have several fireplaces within the camp buildings to provide a warm and cozy environment.”

Outdoor activities for winter camps and retreats take advantage of the cool temperatures and snowy conditions. Popular activities include cross-country and downhill skiing, snowboarding, snow tubing, ice skating, broomball and snowshoeing.

“With our southern locations, we generally don’t get snow at our camp, so we can still offer outdoor activities such as high ropes challenge courses, a climbing tower and a paintball course,” Davis said. “But we also take trips to a nearby mountain location so our guests can participate in traditional winter activities such as sledding and skiing.”

Cool winter temperatures present unique safety concerns for the staff of winter camps and retreats.

“The safety of our campers and employees is the No. 1 concern at Snowbird,” Davis said. “Our counselors are highly trained in the elements in which they work. Training starts with a two-week boot camp at the beginning of the winter season where we cover topics ranging from wilderness first aid to specific concerns associated with cold temperatures and extreme activities such as skiing.”

Prolonged exposure to the winter elements increases the risk for cold-related injuries such as frostbite and hypothermia.

Proper dress, such as dressing in layers so you can remove items if you get warm and avoid perspiration, is the most effective way to prevent cold-related injuries.

“We counsel our campers on proper attire for winter retreats before they attend camp and then again during camp, especially as weather conditions vary day to day,” Davis said. “We also have bonfires that burn during winter outdoor activities to offer an additional warming area.”

The safety and enjoyment of many winter activities depends largely on proper equipment and use. Winter camp staff should be trained in the correct use and fit of the equipment.

Cold winter temperatures also affect the proper functioning of camp equipment.

“We perform a daily check of all camp equipment during the winter season to ensure it is functioning properly,” Davis said. “Some equipment, such as our paintball course, is especially susceptible to cold weather and requires special care.”

Winter camping presents unique challenges and concerns reinforcing the importance of finding an organization that makes safety a priority. Here are some things to look for when choosing a winter camp:

• Accreditation by a professional organization such as the American Camping Association (ACA)
• A camp staff that has first aid and CPR training with special attention to cold-related injuries
• Staff that is specially trained in proper equipment and procedures for winter activities such as skiing, snowboarding and ice skating.

• On-site medical personnel

For more information or to get a free quote for church insurance in Georgia please call 1-877-77GoAIB or 1-877-774-6242 or fill out the following online application.