Developing a Cold Weather Plan (For Businesses)
Provided by one of our many carrier partners, Hanover Insurance Company
A cold weather plan for your facility should be an integral part of your overall maintenance plan for the building and equipment as well as part of your emergency response/contingency plan that helps your business respond to and manage an emergency event. Here are some tips to help you develop your cold weather plan.
Creating the Plan
Develop a written plan to include actions to be taken during these junctures:
Before the onset of winter
When a winter storm is imminent and/or damaging cold temperatures are expected
After a winter storm and/or prolonged cold weather
A plan is only as good as its execution. With that in mind, it is critical to the successful mitigation of damage to your facilities from the winter weather to include the following elements as part of your cold weather plan:
Accountability for overall implementation, including pre-winter inspections
Defined roles and responsibilities for outlined activities and responses
Initial and annual training
Annual review of plan to include evaluation of effectiveness and identifying improvement opportunities
To aid you in developing your plan, ask your team to consider some “what ifs,” such as:
What if you lose heat to the building? What is your contingency plan?
What if the facility is closed (weather, holidays, etc.) AND extreme weather is expected? How will you monitor your facility? Will someone be checking on the facility daily?
What if a fire protection sprinkler pipe freezes and bursts? Is there someone on the premises who knows how to shut the system off? What about other systems that use water?
What if there are areas that you know could be susceptible to freezing? How are you going to monitor them and what steps are you going to take should the temperature become dangerously low?
Before the Onset of Winter
Inspect the building
Develop a checklist to ensure:
Openings around exterior walls such as windows, doors, or other openings are sealed
Equipment penthouses are secured from cold air infiltration
Louvers are closed or sealed
Dampers on ducts leading to the outside are closed (if possible)
Attics and other areas susceptible to the cold are properly insulated
Adequate air flow to maintain heat in all areas of the building to a minimum of 40ºF
Roof is in good condition or make repairs as needed
Drains, drain pipes, and gutters are free of debris
Roof cover is free of cracks or blisters
Decking is free of rust or other signs of deterioration
Flashing is secured
There are no cracked or bent roof supports (beams, columns, joists)
Check utilities and process equipment
Check and repair heating systems as needed to include boilers, furnaces, ovens, process heaters, etc.
Inspect process, water, condensate, steam lines subject to freezing for proper insulation or heat tracing
Drain, blow out or flush lines for seasonal or idle equipment
Check alternate fuel supplies for operability and supply adequacy
Check water-based fire protection equipment
Make sure all your equipment has been checked in accordance with national fire protection association (NFPA) 25, Standard for the Inspection, Testing and Maintenance of Water-Based Fire Protection Equipment
Be certain that central station water flow alarms are working properly
Ensure areas including concealed spaces (attics, above false ceilings, under raised floors, etc.) are heated to 40ºF or greater
Dry sprinkler systems
Drain water from low point drains
Ensure piping is properly pitched and replace broken or missing pipe hangers
Check system for air leaks and repair if needed
Make sure low air pressure alarm is functioning
Fire pump
Check pump house temperature
» Electric engine driver — should be maintained at 40ºF or greater
» Diesel engine driver — should be maintained at 70ºF or greater
Ensure suction source is protected from freezing
Identify and align resources
The time to identify needed resources is before the winter season starts. Resource needs are going to vary depending on your location and operations. You may need resources such as:
Qualified contractor to remove snow and ice from the roof
Emergency generator
Fuel supplies for critical operations such as fire protection equipment, processes, or on-site generators
Snow removal services to ensure access to the property
When a Winter Storm and/or Deep Freeze is on the Way
Monitor weather reports for information to include power outages, potential damage, access to facilities and prepare for action
If needed, activate the emergency response team
Monitor temperatures in areas susceptible to freezing or significant temperature fluctuations
Monitor snow loads of roofs, especially in areas subject to drifts, and take action as needed
Clear snow from outside sprinkler control valves and hydrants to keep them accessible
Prepare for possible power outage
Remove ice dams
After the storm
If needed, conduct a damage assessment and secure resources to complete repairs
Initiate salvage operations
If power was lost, make sure you have a plan to bring electrical loads back on line to prevent power surges that could damage equipment
Count on JLA for Risk Management Solutions
If you need assistance with Risk Management Strategies for your business, please contact us today! The reason we chose to be an Independent Insurance Agency is so we can provide you with multiple options. We recognize that everyone's situation is different and the ability to contact multiple insurance carriers helps us tailor a policy specifically for your business. Our team is waiting to provide expert guidance and advice.
