This year-end insurance checklist for Kentucky churches will help you confirm coverages, close gaps, and start January confident. A simple, structured review catches issues before winter weather, busy holiday services, and new budgets collide.
I’m Adam Sheridan with Reed Brothers Insurance. One area of insurance we focus specifically on is churches. From small, country churches to large congregations with multiple buildings, large staff, and a fleet of vehicles, we’ve built insurance programs for each level of your church’s size.
How To Use This Guide
First, block an hour with your leadership team or finance committee. Bring your policies, loss runs, asset lists, and calendars. Then work the sections in order, assign owners, and note follow-ups with due dates.
Coverage Snapshot: Start With the Big Five
Before diving deeper, confirm these core protections are active and accurate:
• Property: Building limits that reflect today’s replacement cost (including parsonage, fellowship hall, gym, sheds).
• General Liability: Premises liability, slip-and-fall, special events.
• Abuse & Molestation Liability: Separate limits, background checks, and training documented. Many insurance companies are excluding coverage for this now.
• Workers’ Compensation: Required in Kentucky for employers with one or more employees; verify who’s W-2 vs. 1099 and update your payroll estimate.
• Business Auto (or Hired & Non-Owned Auto): Church-owned vans, plus coverage for staff/volunteers using personal vehicles for ministry.
Year-End Insurance Checklist for Kentucky Churches
Work through each item and initial when done. Share this year-end insurance checklist for Kentucky churches with your trustees so everyone follows the same playbook.
1. People & Payroll
- Employee Roster: Update staff titles, full/part-time status, hours, and duties (ministerial, admin, maintenance).
- Workers’ Comp Compliance: Kentucky requires coverage when you have at least one employee. Confirm your policy is active and includes all employees (including part-time). Review subcontractor/1099 arrangements and collect certificates where appropriate.
- Volunteers: Reconfirm that volunteers are not treated as employees; make sure your liability policy and any accident medical coverage respond to volunteer activity.
- Background Checks & Training: Record completion dates for anyone working with minors or counseling.
2. Property & Equipment
- Building Values: Compare insured limits to a current rebuild estimate. Consider inflation and code upgrades. Ask about “ordinance or law” coverage for older sanctuaries.
- Appurtenant Structures: Sheds, pavilions, signage, playgrounds—list and verify limits.
- Water Damage & Freeze: Check that you have coverage for frozen pipe burst and water backup (sump/ sewer).
- Musical Instruments & A/V: High-value instruments, soundboards, and cameras often belong on an “inland marine” (scheduled equipment) policy. Inventory serial numbers and locations.
- Fine Arts & Stained Glass: Review appraisals and any sublimits. Photograph condition each year.
- Security & Fire: Confirm monitored alarms, sprinkler inspections, and fire extinguisher service dates are current.
3. Winter & Severe Weather Readiness
- Roof & Gutters: Clear debris; check flashing after fall winds.
- Heat & Plumbing: Keep minimum heat in all buildings (including seldom-used classrooms) and insulate vulnerable pipes.
- Snow/Ice Liability: Decide who treats sidewalks/steps, when, and with what product–and make sure it won’t ruin your sidewalks. Keep a dated log.
- Generators & Outages: Test portable or standby generators safely; store fuel properly and train operators.
- Tree & Property Hazards: Trim limbs over structures and parking areas before freeze/thaw cycles.
4. Vans, Buses, and Personal Vehicles
- Driver List: Update annually with birthdates and license numbers. Remove departed drivers.
- MVRs & Guidelines: Pull motor vehicle records; define who can drive which vehicles and at what times.
- Passenger Vans: Follow your carrier’s safety requirements; avoid overloading and check tire age/pressure.
- Hired & Non-Owned Auto: If staff or volunteers run errands in their cars, confirm you carry this protection and communicate that personal auto is primary for physical damage.
5. Ministries, Events, and Facilities Calendar
- Holiday Services & Pageants: Large crowds mean higher slip-and-fall exposure; ensure adequate ushers and lighting.
- Short-Term Events: For concerts, youth lock-ins, or outside rentals, determine whether you need special event coverage or certificates from renters.
- Counseling & Pastoral Care: Confirm pastoral counseling liability; verify who is covered (licensed vs. lay) and any documentation expectations.
- Daycare/Preschool: Review staff ratios, licensing, abuse prevention, and playground inspections.
6. Cyber & Data Stewardship
- Accounts & Access: Remove former users from email, giving platforms, and Wi-Fi passwords.
- Multi-Factor Authentication: Turn on MFA for church email, donor software, and online banking.
- Backups: Test your backup restore for membership rolls and financials.
- Cyber Liability: Confirm coverage for funds transfer fraud, ransomware, and breach response.
7. Contracts, Certificates, and Rentals
- Vendor Certificates: Collect and file updated certificates of insurance (COIs) from snow removal, HVAC, cleaning, and contractors. Verify additional insured wording if your contract requires it.
- Facility Use Agreements: Use written agreements with hold-harmless/indemnification and proof of insurance for outside groups.
- Transportation Contracts: If you charter buses for youth trips, keep contracts and COIs on file.
8. Financials, Deductibles, and Loss History
- Deductibles: Note each policy’s deductible (wind/hail may differ). Confirm your rainy-day fund can cover them.
- Loss Runs: Review claim trends. Fix repeat problems like icy entrances or recurring leaks.
- Premium Audit Prep: Keep payrolls, 941s, driver lists, and equipment schedules organized for the upcoming audit.
9. Policies, Limits, and Endorsements
Liability & Leadership:
- Liability Limits: Many churches carry $1M per occurrence with an umbrella for higher protection; verify your umbrella follows all underlying policies.
- Abuse & Molestation: Confirm separate limits and that conditions (training, background checks, two-adult rule) are being met.
- Pastoral Counseling: Ensure named individuals and scope of services match reality.
- Directors & Officers (D&O): Review board composition, bylaws updates, and any employment practices exposure.
Property & Special Perils:
- Ordinance or Law / Functional Replacement: Important for older buildings subject to code upgrades.
- Earthquake & Flood: Evaluate based on location, soil, and nearby water. Add if warranted.
- Equipment Breakdown: Consider for HVAC, electrical panels, and electronics.
10. Documentation & Communication
- Minutes & Files: Record this review in board/committee minutes with decisions and assignments.
- Master Binder: Keep declarations pages, endorsements, COIs, and contact info together (digital and printed).
- Staff & Volunteer Briefing: Share the snow/ice plan, incident reporting steps, and claims contacts.
Quick Kentucky Notes You Should Know
- Workers’ Compensation: In Kentucky, employers with one or more employees must secure workers’ compensation coverage. Churches with paid staff are generally included—keep your policy active and accurate.
- Emergency Planning: FEMA offers a free guide to help houses of worship build or refresh an emergency operations plan. Use it to document winter weather, medical emergencies, and security response.
A Simple 30-Minute Mini-Audit
If you’re short on time, do these five, then schedule the rest next week:
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Confirm workers’ comp is active and payroll is correct.
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Verify building limits and high-value equipment schedules.
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Update driver list and check Hired & Non-Owned Auto.
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Review abuse prevention training logs and counseling coverage.
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Walk the property for winter hazards—salt, lighting, handrails.
What To Bring Into January
- A clean, accurate schedule of buildings and equipment.
- A current roster of employees, volunteers, and drivers.
- Written plans for slip-and-fall prevention, emergency response, and technology access.
- A short list of policy questions for your agent (endorsements, deductibles, special events, and any coverage gaps).
Final Encouragement
Stewardship isn’t just financial—it’s safety, planning, and care for people. A thoughtful year-end insurance review helps your church protect its mission and be ready for what’s next. Bookmark this year-end insurance checklist for Kentucky churches and revisit it every December.
Disclaimer: Coverage availability, limits, and eligibility vary by insurer and are subject to underwriting. This article provides general information for Kentucky churches, and isn’t legal or insurance advice. Always refer to your policy documents.
