Risk Reporter for Camps and Conference Centers

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In this issue

Security measures for camps and conference centers cannot be ignored

Randy Spivey — executive director of the Safe Travel Institute in Spokane, Wash. He is considered to be a leading expert in the field of travel risk reduction and abduction prevention/survival. Spivey served as the chief of the Joint Personnel Recovery Agency, Policy and Oversight Division from 1997 to 2002. In that role, he managed all hostage survival training programs in the Department of Defense, personally training more than 8,000 individuals.

Christine Hoppe — director of risk management, security and incident response for Aurora Public Schools in Colorado. Hoppe works closely with local law enforcement, fire departments and the office of emergency management on an extensive incident response program.

Dan Houston — director of security and safety at Legacy Church in Albuquerque, N.M. Houston supervises 21 security people. He has more than 25 years of experience as a law enforcement officer, spending 21 years with the Bernalillo County Sheriff’s Department and almost five years as a chief of police in Florida. He continues to serve part time with the Albuquerque Police Department. Legacy Church has a 14,000-member congregation and a 240-student school.

 

“Active shooter is a term used by law enforcement to describe a situation in which a shooting is in progress, and both law enforcement personnel and citizens have the potential to affect the outcome of the event.”  — FBI 2014 Report

Today’s religious leaders are keenly aware of the risk of violent attacks against faith-based organizations. As events over the last several years have shown, no faith community is immune. Attackers could focus their attention on individuals, locations or events. Victims might be targeted because of their religion, ethnicity, political or social views, or simply because they were in the wrong place at the wrong time. Perhaps worst of all, the chaotic, unexpected nature of such attacks can leave people feeling fearful and anxious in the very places where they would hope to feel treasured and safe.

There are specific actions your organization can take now to enhance security while continuing its larger mission of service to individuals, families and the greater community.

First, ensure emergency readiness

Put the right people and systems in place

Security and insurance professionals can work with you to assess key systems — lighting, backup power, alarms, fire suppression, security cameras, fencing and gates, doors, locking systems, etc. — as well as emergency policies and procedures. They can also work with you to ensure that employees and volunteers are properly screened before being hired.

Consider adding armed security

It’s best to contact local law enforcement and seek out legal counsel before hiring armed security. In general, current or former law enforcement officers offer better training, skills and experience than private security company employees — but background checks should be used to screen and select specific individuals.

Then, focus on active assailant situations 

Plan in advance

• Plans should incorporate facility lockdown and evacuation procedures, shelter-in-place locations, methods of communication during an incident and when buildings and grounds are safe.
• Address access and communications for the disabled or other special populations.
• Share your organization’s plans with law enforcement and first responders prior to an emergency.

Train people to respond appropriately

There are three basic responses to an attack: RUN, HIDE or FIGHT. People can run away from the attacker, find a secure place to hide where the attacker cannot reach them, or overcome and incapacitate the attacker in order to survive and protect others from harm. As an event continues, those under attack could use more than one option.

It’s natural for people under attack to be startled and to hesitate out of disbelief or denial. Use drills and training to teach people to respond immediately to an attack. The faster people respond, the faster they can get to safety. 

Special considerations

In an active assailant incident, individuals must react swiftly, often without stopping to help the wounded. Members of faith communities might find this difficult, but doing so can save lives. You might find it useful to schedule a time for your congregation to meet and discuss such concerns. Congregants, staff members and volunteers might find it comforting to realize that their entire faith community is thinking how best to deal with a difficult situation. 

Prepare for post-event management and intervention

Once a scene is secured, first responders will work with your staff members to transport the injured, interview witnesses and initiate an investigation. Your organization should have an emergency response team in place to help law enforcement, rescue workers, victims, family members and staff members. Post-event planning should also address communications with the media and the public.

Make sure you’re covered

Your Church Mutual insurance agent can help you plan for the worst while hoping for the best. If you have questions about liability or coverage related to active shootings or other emergencies, contact your agent directly. For assistance with safety planning, contact our Risk Control Consulting and Research Center at (800) 554-2642, ext. 5213, or riskconsulting@churchmutual.com. For help screening job applicants and volunteers, we recommend our corporate partner Trusted Employees. Contact the company at trustedemployees.com or (877) 389-4024.
 

PROMOTING AWARENESS

• Ask congregants to report suspicious behavior
• Ensure confidentiality so people feel safe about reporting
• Make sure staff know how to respond to any reports or concerns
• Train staff members and volunteers to spot and respond to potentially risky situations
  
   

The vast majority of camps and conference centers in this country are safe places to work, learn and play. Campers and conference attendees typically end their stays with fond memories and a yearning to visit again.

But times have changed and, as we have seen all too often, violent acts and random vandalism can happen anywhere — camps and conference centers are no exceptions.

That’s why, when it comes to protection, many camp directors and conference center managers are being more proactive. They are developing safety plans and adding updated security equipment in and around their buildings and grounds.

This Risk Reporter will explain how you can increase security at your camp or conference center. Put these tips to work today and protect your people, your property and yourself from random vandalism or violence.
 

Did You Know? 

PROPERTY PROTECTION RESOURCES

Areas for a perpetrator to hide and not be seen for the time required to breach the perimeter create a conducive environment for crime. If installed and monitored effectively, intrusion detection or motion detection devices alert security if someone is trying to breach the perimeter.


 

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Protection (public spaces)

Outdoor Security 101: 5 upgrades camps and conference centers should consider

Camps and conference centers provide a common ground for meeting, socializing and relaxing. You want to keep it that way.

Here are five simple, but important, upgrades you can make to help ensure the safety of those who work, visit or volunteer at your facility.

1. Consider your foliage. Foliage and bushes are prevalent at camps. Look for areas that might allow people to hide and clear all foliage.
    
2. Lock as many doors as possible. With so many cabins and lodges at a camp, it’s difficult to lock all doors 24/7. Be sure to keep the main gate locked or guarded. No one should enter or leave camp without the knowledge of a counselor or camp director.
   
   Likewise, you also need to restrict access at conference centers. You’ll want to unlock the main doors during normal business hours. After that, be sure your doors and windows are closed and locked.
    
3. Keep track of keys. It’s not unusual for camps to have duplicate copies of keys for doors. Be sure you know who has those keys at any given time. (Avoid keeping valuables in cabins or rooms that do not have locks on doors and don’t let campers bring valuables to camp.)
   
   Conference centers regularly hand out multiple keys too. Try to limit distribution to just a few people and keep a record of who in your organization has a key. Also, never hide a key outside and rekey your locks if a key is lost or not returned.
    
4. Turn on the lights. At night, keep at least one interior light on in the main building(s) at your camp. It gives the impression that the buildings are occupied.
   
   Conference centers should keep hallways and entryways lit at night. This also helps give the appearance of activity in the building.
   
   In addition, outdoor lighting is an inexpensive way to add security around your facilities. Ample lighting in the right places makes intruders less likely to see your buildings or grounds as easy targets. Parking lot and street entrances into the parking lot also should be well lit.
    
5. Invite the community to get involved. If your camp is large enough, establish a communal alert system with the other lodges or cabins around your grounds.
   
   At conference centers, consider starting a Neighborhood Watch program. People are always willing to look out for one another because they want their community to be safe as much as you do. Ask your local police or sheriff’s department about how to get started.

Did You Know?

PROPERTY PROTECTION SOLUTIONS

For assistance with outdoor security planning, call our Risk Control Consulting and Research Center at (800) 554-2642, ext. 5213, or email riskconsulting@churchmutual.com.
 

"Now is the time to budget for proper security measures at camp. Start with a proper security audit and assessment of the facility. Spending a little bit of money on a proper audit — one that reviews both operations as well as hardware — will help identify some key items that should be addressed before the summer begins."

— Joshua Gleis
President, Gleis Security Consulting, www.gleisconsulting.com

As your organization becomes more dependent on the Internet as a primary channel for doing business, storing congregant and employee information and conducting both personal and business interactions, your risks of becoming a primary target for a cyber attack increase.

A cyber attack can result in not only financial loss but also loss of confidence and contributions, reduction in camp and conference participation and reputational damage.

It is critical that you protect sensitive data, such as donor and employee information, credit card numbers, and even medical information about members, attendees and employees.

“We now live in a world that is more connected than ever before. The Internet touches almost all aspects of everyone’s daily life, whether we realize it or not. Recognizing the importance of cyber security to our nation, October has been designated as National Cyber Security Awareness Month.”  — U.S. Department of Homeland Security 

Understanding the real costs of a cyber attack

It is almost impossible to predict the probability of a cyber attack and the costs associated with the loss and mitigation of it, but understanding the overall real cost of an attack can help inform your security strategies, investment decisions and insurance protection.

Direct costs resulting from cyber crime

In considering the consequences of cyber crime, you must take into account direct losses to individuals as well as your organization. The costs of responding to cyber crime include compensation, regulatory fines, costs associated with legal or forensic issues, and possible payments to victims of information/identity theft.

Indirect costs associated with cyber crime

Indirect costs include such factors as reputational damage to your facilities, personal damage to employees and members, loss of confidence in your ability to conduct cyber transactions and reduced revenues because of decreases in contributions or camp and conference participation.

The costs of preventing cyber crime

There are very real costs associated with cyber security, which could require implementation of protection and detection methods, heightened physical and technological security, cyber crime insurance, changes to ensure compliance with regulatory and/or industry standards and employee training. These costs, however, are both foreseeable and far more controllable than the costs of suffering a cyber attack.

Special considerations

The trust and confidence of your members, attendees and employees is a cornerstone of your success. The greatest obstacle to cyber security for most faith-based organizations could be a perception that they are not vulnerable because of their size or their mission. That isn’t true. Cyber criminals search for the easiest and most vulnerable targets — and there continues to be a dramatic rise in cyber attacks on small organizations.

Stay ahead of cyber threats

Protecting your organization against cyber attacks requires continued investment in technology, education and training. You will need to maintain an ongoing focus on policies and processes to stay ahead of cyber criminals — and protect your congregation, your staff members and your organization’s standing in the community.

We’re here for you

Our cyber crime liability insurance and protection services focus on your protection and include prevention education, coverage for both electronic and paper data loss or theft, identity theft and post-loss data recovery.  

For assistance, contact your agent directly, visit churchmutual.com or contact our Risk Control Consulting and Research Center at (800) 554-2642, ext. 5213, or riskconsulting@churchmutual.com. For help screening job applicants and volunteers in order to reduce the possibility of internal threats, we recommend our corporate partner Trusted Employees. Contact the company at trustedemployees.com or (877) 389-4024. 

Follow industry best practices – create a culture of security 

• Monitor applications with access to data
• Establish role-based access controls
• Collect detailed logs and report data
• Use only strong passwords and change default passwords
• Maintain security patches and updates
• Utilize user activity monitoring
• Develop and enforce policies on mobile devices and remote access
• Implement an employee cyber security training program
• Enhance background screening of all staff and volunteers
• Implement measures for detecting compromises
• Develop a cyber security incident response plan
  
   

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Protection (security teams)

Ramp up protection with security teams

Creating a security team can go a long way toward ensuring the safety of your employees, attendees, visitors, volunteers, counselors and campers.

Here are a few tips for creating your security team, putting a plan of action in place and setting standards for its operations:

1. Put staff members on your security team. For camps, this could be counselors, team leaders, even camp directors. Conference centers can include employees, managers or administrative personnel.
2. Identify potential crisis events.
3. Establish a written security and violence response plan for your conference center or camp.
4. Train and use your staff and employees as a first line of defense against potential threats involving suspicious people, packages or vehicles.
5. Establish procedures for patrolling exterior and interior areas before, during and after group activities, meetings and special events. Assign smaller teams to patrol the grounds periodically throughout the day as well.
6. Conference center security teams should conduct a sweep of the property before securing the doors and windows at night. Camp leaders and counselors should make a last pass through the grounds just before “lights out” at the end of the day.
7. Conduct regular safety surveys of all buildings and grounds at your conference center. Camps can do the same by regularly inspecting entrance gates, lodges, cabins, the dining hall and play areas. Security teams should keep written records of conditions and any corrective actions taken.
8. Call police if a suspicious person is on your property and let them investigate the situation.
9. Establish a position on on-site armed protection.
    

“Knowing the strengths and weaknesses of your organization is a critical first start to good security. Whether it’s an office, church building, school, camp or other related facility — having a solid security assessment is essential.”

— Tim Miller
President of LionHeart International Services, security consulting and training company, www.lhisg.com

From daycare programs to summer camp, children’s choir to youth sports, active programs for families and children are a welcome, even essential, part of modern worship. Unfortunately, youth activities can also provide prime opportunities for child sexual abusers to target and gain access to victims.

Disclosure Among Victims

• Not all sexually abused children exhibit symptoms.
• Disclosures [of abuse] often unfold gradually and could be presented in a series of hints.
• If they are ready, children might then follow with a larger hint if they think it will be handled well.
• Disclosure of sexual abuse is often delayed; children often avoid telling because they are either afraid of a negative reaction from their parents or of being harmed by the abuser.

Source: “Raising Awareness About Sexual Abuse: Facts and Statistics” The U.S. Department of Justice, NSOPW

Addressing the problem

While child sexual abuse may be an uncomfortable topic, it is important for faith leaders to tackle the problem head-on. An abuse scandal connected to a house of worship or other faith-based operation can have devastating effects:

• Damaged reputation
• Loss of public trust
• Loss of members and financial support
• Unexpected legal expenses
• Lawsuits brought by victims and their families

Taking steps to prevent child sexual abuse can help protect your organization as well as the children and teens entrusted to your care.

Making the decision to act

Faith communities might hesitate to discuss child sexual abuse in the mistaken belief that prevention might be difficult or costly, might lead the public to believe a problem already exists or because of fears that abuse will be discovered.

Leaders need to educate themselves, staff members, volunteers and congregants about the benefits of prevention:

• Well-defined youth-protection policies could reduce liability.
• Uncovering problems sooner rather than later might limit negative impacts.
• Thirty-five percent of child sexual abusers were abused themselves, so prevention can break the cycle.

Perhaps, most importantly, preventive measures can support a faith community’s mission to serve and protect all of its members.

Key components of a prevention plan

The Centers for Disease Control (CDC), working in concert with experts in the field, has identified six key components of prevention programs for youth organizations. These components are not separate “steps” but rather facets of an integrated and cohesive approach. 

• Careful screening of applicants for any staff or volunteer positions involving contact with children and youths.
• Detailed policies and guidelines for adult-youth and youth-youth interactions.
• Safe physical environments that limit opportunities for abuse.
• Empowerment of employees and volunteers to monitor/report abusive behavior or breaches of policy.
• Defined responses to abuse allegations or suspicions, including: reports to authorities; restriction or suspension of alleged abusers; and restorative practices to support victims, their families and others.
• Training to help employees, volunteers and youths understand abuse.

This overview is based on the CDC handbook Preventing Child Sexual Abuse Within Youth-serving Organizations, which is available for download at cdc.gov.

Let us help

Please feel free to contact Church Mutual with any questions about liability or insurance coverage related to child sexual abuse, youth programs, etc. For assistance, contact your agent directly, view youth safety videos at churchmutual.com/videos or contact our Risk Control Consulting and Research Center at (800) 554-2642, ext. 5213, or riskconsulting@churchmutual.com.

If your organization needs help screening job applicants and volunteers, please contact our corporate partner Trusted Employees at trustedemployees.com or (877) 389-4024.

WARNING SIGNS OF POSSIBLE ABUSERS

Keep an eye out for adults or older children who display these behaviors:

Personal space

• Ignore social, emotional or physical boundaries
• Refuse to let children set limits on interactions

Sexual behavior and conversation

• Use sexual language to describe, tease or insult children
• Mistake gestures of friendship or affection as being sexual in nature
• Minimize harmful or hurtful behaviors when confronted

Relationships with children

• Turn to children rather than adults for emotional or physical comfort
• Share inappropriate personal or private confidences with youths
• Secretly interact with children or teens through games, texting, emails, phone calls, etc.

Looking to hire trustworthy people?

Turn to the trusted resource that Church Mutual recommends

As a leader in the applicant screening industry, Trusted Employees has helped organizations find trustworthy people for more than 20 years — and we prove our worth regularly to corporate partners such as Church Mutual Insurance Company and more than 5,000 active clients. You can rely on our expertise for criminal background checks, drug tests, identity checks, education verifications, and more. We make it easy for you to monitor and compare candidates as they move through the screening process. And our turnkey services are scalable, compliant, customizable — and affordable.

Let us know you’re a Church Mutual customer, and you’ll enjoy special discount pricing!

For screening of new hires, employees or volunteers, let us provide the customized solution you need to make the best hiring decision. Contact Trusted Employees today at trustedemployees.com or call (877) 389-4024.
 

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Protection (security management)

Camp and conference center security management systems are evolving

The best way to protect your facility from crime is to put a security management system in place.

Many camps and conference centers today have the typical combination of alarms, locks, gates and monitoring equipment.

But those aren’t always enough. These days, you need to add proven security practices and procedures to complement your safety equipment.

You should conduct a thorough security assessment of your buildings and grounds, for example.

It’s not uncommon for conference centers to ask their local police departments to perform a security vulnerability assessment of the center.

Likewise, camps can request a similar appraisal from park rangers or the sheriff’s department in their area.

Either way, emergency personnel can show you where your buildings and grounds are most vulnerable. It’s a good idea to take photos of those areas too, so you can address the issues later.

You can create security teams, too.

Many camp directors recognize the importance of security teams. Many times, these teams include camp counselors and staff members who can quickly report any suspicious activity on or around the campground.

Often during a camp activity, a counselor will be the first to notice a problem. For that reason, camps are including them on in-house security teams.

Conference centers are assembling in-house security teams as well. These teams are generally made up of conference center employees, because they are familiar with the center and can identify potential risks as they occur.

Many camps and conference centers now equip their key staff members with earpieces and two-way walkie-talkies, so they can quickly report suspicious activity to a supervisor.

If possible, hire trained security professionals. Campers, employees, attendees, visitors and volunteers will all feel safer when they see a guard on duty. Having security people walking your buildings and grounds will also help deter crime.

Another security trend at campsites today is the addition of 24/7 digital surveillance cameras. Having strategically placed cameras both indoors and out can be a powerful deterrent to vandals.
 

Did You Know?

PROPERTY PROTECTION TIP

Today, camps are taking a closer look at their overall security. While there are several ways to review program security, it is good to start with assessing a program’s vulnerabilities. The National Fire Prevention Association (NFPA) has developed a systematic assessment process. Log on to www.nfpa.org.

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Protection (buildings and grounds)

An ounce of prevention keeps buildings and grounds safe

They say an ounce of prevention is worth a pound of cure. That’s especially true when it comes to protecting camps and conference centers.

Being unprepared now could spell bigger trouble later. To help avoid potentially dangerous and costly situations, make sure you’re following these practices to help harden the perimeter around your buildings and grounds:

1. Upgrade your outdoor lighting
   
   Using the right size lamps and fixtures helps create a feeling of safety for anyone working, visiting or staying at your camp or conference center. A good reference guide is the U.S. Department of Energy’s Exterior Lighting for Energy Savings, Security, and Safety. You can view it at http://tinyurl.com/zsrhwns.
   
   Also consider replacing older incandescent lights with LED bulbs. LEDs are a little more expensive, but they last longer and typically are brighter.
    
2. Install security cameras
   
   Today’s digital cameras can connect wirelessly to a recording system in your main office or directly to a security company. Install them near doorways and other high-traffic areas. Make sure your cameras are near a good light source so the images on your video are clear.
    
3. Consider audible alarms
   
   Many times, audible alarm systems are overlooked in favor of silent alarms. The sound of an alarm, however, is exactly what you need to signal an emergency. The sound can also alert staff members to potential danger.
   
   Many alarm systems now come with a pulsating strobe light that is visible for miles. This helps you and authorities pinpoint the exact location that needs attention.
    
4. Install deadbolts
   
   Deadbolts provide the best possible security of any door locks. For conference centers, consider them for all of your exterior doors. You can get models that use letter safe combinations, passcodes or even your fingerprint to open doors.
   
   In camps, some doors aren’t meant to be locked. But the doors of your main office, lodges, dining hall and cabins are all good candidates for deadbolts.
    
5. Consider an electronic keycard system
   
   Many conference centers today are replacing traditional key systems with keyless, electronic cards. With a keyless system, you can:

• Manage a person’s access via computer
• Identify who used specific doors (and when)
• Deactivate a keycard when someone leaves the organization

For camps, a keycard system could be an option for buildings that have 24/7 electrical service. Again, this could include the main office, dining hall, lodges or cabins.
 

6. Add safety curbs and barriers
   
   If you think of your grounds as concentric circles, you want to be sure you have the right safety equipment in each area. In the outer circle, safety typically means controlling foot and automobile traffic.
   
   Adding curbs or retaining walls around the perimeter of your conference center is a good way to direct the flow of traffic precisely where you want it to go. You can do the same thing at camps with wooden ties or sawn logs.
   
   These traffic diverters and walls offer excellent security benefits. Depending on the size of your barriers, you can use them to keep people and cars away from restricted areas.
   
   Terraces, raised plant beds, trees, planters, fencing, gatehouses and bollards also are good protective tools. Many facilities are using them to redirect traffic, provide added security and beautify grounds.
   
   Consider using temporary barriers for special events and festivals, too.
   
    

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Protection (checklist)

Perimeter Security Protection Checklist

PERIMETER SECURITY PROTECTION CHECKLIST

Name of facility:                                                                                                                    
Person conducting assessment:                                                                                                     
Date:                                                  

Establish a neighborhood watch program.
(   ) Satisfactory                 (   ) Needs Attention              (   ) Not Applicable

Conduct periodic surveys to ensure exterior security lights are working and placed to illuminate building entrances, sidewalks, steps, loading docks and parking lots.
(   ) Satisfactory                 (   ) Needs Attention              (   ) Not Applicable

Trim overgrown trees and shrubs next to buildings to help eliminate hiding places.
(   ) Satisfactory                 (   ) Needs Attention              (   ) Not Applicable

Secure local law enforcement for daily/nightly patrols of parking lots and buildings.
(   ) Satisfactory                 (   ) Needs Attention              (   ) Not Applicable

Ask local law enforcement to conduct a free security vulnerability assessment of buildings and grounds to determine strengths and weaknesses of current security practices.
(   ) Satisfactory                 (   ) Needs Attention              (   ) Not Applicable


Put an access procedure in place for buildings that require people to enter and leave through a main, monitored entrance door.
(   ) Satisfactory                 (   ) Needs Attention              (   ) Not Applicable

Reprogram or rekey door locks after a key has been misplaced or not returned.
(   ) Satisfactory                 (   ) Needs Attention              (   ) Not Applicable
 

Conduct security sweeps before, during and after camp or conference center events by trained staff members.
(   ) Satisfactory                 (   ) Needs Attention              (   ) Not Applicable

Regularly inspect efficacy of security alarms and/or video surveillance devices.
(   ) Satisfactory                 (   ) Needs Attention              (   ) Not Applicable

Develop a security team.
(   ) Satisfactory                 (   ) Needs Attention              (   ) Not Applicable
 

Did You Know?

PROPERTY PROTECTION SOLUTIONS

To ensure you are doing all you can to protect your buildings and grounds, visit Church Mutual’s safety resources library at www.churchmutual.com/98/Safety-Resources. You’ll find checklists, videos, brochures and more.
 

Editor: Amy M. Kimmes akimmes@churchmutual.com

Risk Control Advisor: Edward A. Steele, CSP, ARM esteele@churchmutual.com