Security Consciousness

The potential for anti-Semitic incidents threatening Jewish institutions and individuals significantly increases during times of high visibility and activity by the Jewish community. Unfortunately, Americans became all too familiar with this chilling reality during a few short summer months in 1999.

Understanding that a large number -- if not the overwhelming majority -- of Jewish institutions consider and often hire security contractors during the High Holy Days and beyond, this publication is designed to provide you and your institution with the necessary information to make informed choices when employing a security contractor.

We recommend you share this material throughout your institution and with your Board of Directors. If you require any additional information, please contact your local ADL Regional Office. A list of contact numbers can be found at the end of this publication.

Indicators of Potential Exposure

Initially, it is of critical importance to determine if increased security measures are necessary. If an institution has experienced any of the following threats, then it may wish to explore hiring a security contractor:

• Written or verbal threats
• Hate-based graffiti
• Theft or unexplainable losses
• Appearance of mysterious packages
• Local crime patterns

If recent crimes in your area suggest an increased risk or if there is a sense of insecurity among your congregation, a security contractor may create an increased sense of security.

Guidelines for Using Security Contractors

Once a decision is made that your institution has immediate or long-term security needs, it should be determined whether limited or complex security requirements are necessary. ADL strongly recommends that each institution undertake security as a long-term, ongoing process.

Statement of Work

During holidays or special events where security guards may be required on a short-term basis, institutions should obtain competitive bids as soon as possible. It is essential to check with local law enforcement and other community agencies for recommendations. Further, the institution should define the security contractor's scope of work. All of the following criteria should be met:

• A concise statement describing the security tasks to be performed including the number of days and hours that security is needed. This information should be clearly outlined with the Security Contractor before security staff is assigned to the site.
• A detailed set of general and particular special instructions. The importance of these instructions cannot be overstated. The institution should not rely on the Security Contractor to provide them. These instructions should be discussed with and agreed upon between the decision-makers of the institution and the security firm.
• Assignment of one person who will be the security guard's contact, and will greet the security guard upon arrival to ensure that the security guard understands his/her role, and among other requirements, has a neat appearance and proper attitude.

Security Guards

First impressions are important in determining how the security guard will perform. It is important to remember that the security guard is present to deter and detect unusual or suspicious activity as well as to safeguard property and people. The following are key points that the institution's contact person should discuss with the security guard:

• Assess the security guard during the shift for alertness.
• Discuss with the security guard rules of conduct that enhance effectiveness. For example, no smoking, practical joking, fraternizing, etc.
• Explain the scope of work and provide in writing concise expectations as soon as the security guard arrives, which include:
  • Institutional contact and how to immediately reach him/her.
  • Requirements of the assignment.
  • Purpose of security during the prescribed times.
  • Layout of the facility.
  • Facility security and/or fire regulations.
  • Any vulnerable areas.
  • Locations of telephones, fire-fighting equipment, fire alarms, emergency exits, etc.
  • Location of stairways and doors.
  • In the event of an emergency (fire, suspicious package, bomb threat, etc.), clear operational guidelines.

Criteria for Security Contractor Selection

As soon as the need for a security firm has been determined on an immediate or long-term basis, a security contractor should be selected. Selecting a company that has valid, current state licenses is essential. To determine the reputation of a security contractor, it is advisable to investigate any history of complaints about the prospective security contractor reported to the state licensing authority. You should be certain that a company is reliable and in good standing. All of the following criteria should be met:

• Insurance
• Track Record
• Proposal Characteristics
• References
• Costs
• Contract
• Management
• Security Guards

For your convenience, please see a checklist.

Insurance

After a security contractor's license has been established, scrutinize the insurance coverage the security contractor provides. The following criteria should be met prior to hiring a security contractor:

• The contractor provides and maintains adequate insurance coverage for your situation.
• Your risk manager (insurance agent) approves of the contractor's coverage.
• Contractor's Broad Form General Liability Insurance covers a minimum of $1 million per incident and $3 million total. The higher the coverage the better.
• Workers Compensation Insurance is at statutory minimums.
• Vehicles utilized by the security contractor have adequate Automobile Liability Insurance coverage
• Security contractor's insurance covers sexual harassment through their Professional Liability coverage.
• Liability coverage for special equipment provided (golf carts, computer equipment, watch clocks, etc.).
• Contractor's insurance carriers name your organization as "Additional Insured" on their liability insurance policies. If so, is there an extra charge for this?
• Your insurance advisor does not object to any of the policy "Exclusions."

These criteria are important in determining whether a security contractor's insurance coverage is sufficient to meet your needs. A security contractor must both provide security and be properly insured.

Reputation

A security contractor's reputation should be examined to insure the company has maintained a trustworthy and dependable reputation. To determine the quality of past work, ascertain whether there has been a recent history of valid or successful lawsuits against the contractor filed by clients or employees. This can be learned at your local courthouse. Consider three main factors when researching a company's history:

Negligence
Determining possible history involving negligence by the contractors is important. By reviewing liability insurance claims history, your organization should be provided insurance "Loss Experience" or "Loss Runs" by the contractor upon your request. Your lawyer can explain the report and advise you on the significance of each case and report.

Workers Compensation Claims
Review their listing of worker compensation claims to determine the possibility of patterns of carelessness or inadequate employee safety practices. This report is available from the security contractor and your insurance agent can advise you of the significance of each claim.

Experience
Although not essential, the security contractor should have recently provided similar security service. It is recommended to hire a security contractor that has recent experience similar to the needs of your institution.

Proposal Characteristics

Carefully analyze the proposal submitted by a security agency. The proposal should address the specific security needs at your site and demonstrate that the security contractor has carefully reviewed your needs, giving them full consideration in the proposal. The following are key points that the security contractor should enumerate in a proposal for your institution:

Training
The proposal should describe the security-related education and training levels of personnel to be assigned at your institution. Security contractors that provide additional education and training are more likely to divulge this information.

Staffing
Staffing may be regular, rotating or temporary and it is important to know beforehand which personnel you will be dealing with. A permanent staff assignment is always best if it can be obtained. However, security contractors often have difficulty maintaining regular staff as a result of odd shifts, frequently consisting of less than eight hours. You should research the security contractor's history of staff stability and determine excessive turnover or poor relationships with employees. The contractor should also obtain your approval before transferring personnel from your site. To this end, the contractor's needs at other sites should not take precedence over security needs at your site.

Description of Supervision
Does the proposal describe the exact nature of supervision to be provided? Contractors should be willing to explain clearly how they will monitor and control the quality of security services.

Documentation
In selecting the best quality contractor, the proposal should describe the frequency of reports and documentation (daily officer activity logs, incident reports, crime reports, officer time sheets, other special reports, etc.). Consistent and thorough written communication is an important output of contract security services and is the only management control mechanism you have over security services and costs.

Instructions to Security Guard
Carefully analyze whether the proposal includes sample Post Orders or Standard Operating Procedures Manual. This document describes all aspects of job performance at your site, including security guard grooming and decorum, sets the standard of security services, and provides the basis of guard discipline. Ultimately, this document becomes the main basis of legal defense in the event of litigation. The contractor should provide a document that is comprehensive and clear both to you and the security guards.

Emergency Procedures
The contractor's proposal should describe how his/her guards will function under various emergency conditions. The proposal should demonstrate an understanding and coherent approach to a wide variety of nonstandard, unusual or crisis situations.

Equipment Issues
If the security guard is expected to patrol your institution when it is closed (holidays, overnight, etc.), he/she should be equipped with a cellular phone enabling contact with emergency services if needed. It is important for you to ask what other equipment is standard issue and/or the guard is certified to use. For example, will the guard carry a baton? Pepperspray? Handcuffs, etc.?

Extra Services
Determine if there are any special "Value Added" services proposed. The best contractors proudly propose unusual features of their firm's services such as private investigations, extensive employee background checks, useful liaisons with local law enforcement agencies, new state-of-the-art technology application and specialized reports. #009;

References

References help find quality and reputable security contractors. Client references give invaluable insight as to the reliability and performance of a security contractor and highlight areas of possible improvement. To secure the most qualified and experienced security firm, the following criteria should be met:

• Clients verify a contractor's history of relevant experience.
• Past clients' references verify a contractor's history of responsiveness.
• References indicate contractor's employee turnover rate is lower than or equal to that of industry norms.

Costs

Hiring a security contractor is also dependent upon cost. Prospective security contractors should address the following issues:

• How frequently will contractor bill for services rendered? Weekly? Bi-weekly? Other? Is this convenient for you?
• Will it be a flat monthly rate, a uniform hourly rate for all employees or a unique hourly rate for each individual employee? Generally, paying a unique hourly rate for each guard provides clients with the most economy
• Contractor discloses wages to be paid to guards assigned to your site. A good contractor should be willing to discuss openly all cost drivers and the fee or profit margins it expects to earn for the services to be provided.
• Contractor's periodic invoices list wages and bill rates for each guard. Invoice detail provides a good audit trail and shows contractor professionalism.
• How will guard pay increases be handled? Inadequate or stagnant wages are a frequent cause of staff turnover. Wage increases should be proposed in advance by the contractor, based on officer incentive and merit, reflected logically in billing rate adjustment and mutually agreed upon by the contractor and client before implementation.
• Will any additional charges be made for uniforms, equipment, supplies, etc.? Again, these should be proposed, justified, logical, and mutually agreed upon.
• Is the total estimated average monthly cost within your budget? As a rule of thumb, your monthly budget can be calculated using the following formula as a guide:

The monthly costs to depreciate and maintain necessary security equipment such as patrol vehicles and/or radios should also be reflected in the above budget configuration.

Contract

The security contract ensures the contractor will meet your needs. There are numerous questions and criteria that a security contract should specifically address which indicate the security firm is responsible and dependable. These serve as guidelines to refer to and are enumerated below:

• Does the contractor indemnify you for all security-related liability for which the contractor is responsible? In cases where partial liability is determined by a court of law, does the agreement clearly specify how such indemnifications shall be applied?
• At contract time will there be a price increase? How much? Why?
• Do you retain the right to terminate the agreement at any time and for any reason? Is this right mutual?
• Is the amount of notice required for contract termination reasonable? Thirty days is the usual standard
• Is the agreement sufficiently flexible to meet your needs?
• Does it assure fairness to the contractor and adequate control to the client?

Management

You and the security contractor must share an understanding of the reasons generating the contract. As such, discussion issues should include the following:

• Discuss your desires with management from the outset, allowing the security contractor to communicate with janitors, landscapers and maintenance personnel to create an integrated security team.


• Discuss terms of supervision with the contractor in addition to the contractor supervising your security personnel with both field and management staff. This ensures that the security personnel know, understand, and comply with your site's written policy manual. If a security guard performs below par, it is important to know that the individual will be counseled, disciplined and replaced by the contractor as needed.


• Once the security guards are in place, you will need to monitor them to ensure that they meet high professional standards, project a professional and alert demeanor, and respond effectively to security-related concerns. It should be required that all that written materials from the security guard (logs, reports, etc.) be clear, complete and usable.

Deciding What Kind of Security Should Be Hired

It is important to know that hiring a security contractor, whether limited or extensive, armed or unarmed, is a serious business and not to be taken lightly.

Different kinds of security guards are appropriate for different situations. The most important issue is whether you would like security at your site to be provided by a uniformed or plainclothes guard. Depending upon your security goals, hire a contractor who will provide service that fits your needs.

• The main goal of a uniformed security guard is deterrence.
• The main goal for hiring a plainclothes security guard is apprehension.

After deciding what kind of security to hire, you must determine whether the security guard should be armed or unarmed. There are many costs and benefits to be considered when choosing an armed versus unarmed security guard. The following should clarify in what manner security should be provided:

Armed Security Guards

• It is important to determine if hiring armed security guards meets your institution's expectations for security.
• Realize that armed guards may utilize deadly force.
• Determine the training qualifications the security guards have with firearms.
• Determine the contractor's shoot policy and the use of weapons with regard to deadly force
• Keep in mind moral questions when hiring an armed security guard. You should also determine whether the members of your institution will accept an armed guard on the premises. Please note that special care should be taken if your institution serves many young people. Schools should be particularly concerned with the message an armed guard conveys to students, parents and staff.
• Consider the cost effectiveness of an armed guard. They are much more expensive than unarmed security, due to licensing and training requirements.
• Decide whether the presence of a weapon may escalate the possible use of force and violence which otherwise may not occur.

Unarmed Security Guards

• Use of deadly force is not an issue.
• Unarmed security guards often provide the same deterrent as armed guards without the risk of deadly force.
• The protection afforded by unarmed guards is less expensive and incurs less liability and insurance