Prepare Your Business for Winter Weather

Start at the Top Start your winter preparations at the top — on the roof. Autumn brings leaves and wind, both of which can impact your facility. Start by checking roof drains — they should be clear and in good condition. Now is the time to properly dispose of any leaves before they block a drain. Blocked drains are a leading cause of roof leaks and can even cause collapse.

Carefully check flashing and all seams for damage. Replace or repair any damaged sections that will not last until spring. Inspect hatches and roof equipment access doors to confirm that they are properly secured.

Also, think about heavy snow accumulation. How will you clear it from the roof? Where will you put it? How will you avoid damage while clearing it? Will skylights pose a safety hazard that requires barricades, covers or other measures?

Check Fire Systems Fire systems should be checked at least once a year. There are several things to check to be sure your system is well protected.

If your fire system has any antifreeze loops (often found in cold areas subject to freezing), have a qualified sprinkler firm service the antifreeze levels. Look for an inspection tag near the antifreeze line. If you don’t see one, ask your sprinkler company about it.

Check the sprinkler valves too. Is the control valve area warm enough to prevent freezing? Ideally there will be a dedicated heater — and, better yet, central station alarm supervision of the area to ensure it stays warm. Look for any drips and leaks. When the weather gets cold, the water will freeze and cause a slip hazard.

Take a walk around the building to see that windows and hatches are securely closed. Sprinkler freezing is frequently caused by a window that will not quite close or a cover that does not fit. Better to heat and insulate your pipes now than to get a sprinkler flow alarm early one January morning.

Mark outside sprinkler connections and valves for visibility. It may be tough for the fire department to find them if they are not kept clear.

Remove Ice and Snow Sign snow removal contracts with reputable companies before winter starts. Choose contractors whose equipment is in peak condition and who will keep detailed records of their work. Have the contracts reviewed by your legal counsel for proper indemnification agreements and insurance requirements prior to signing.

Have the contractor move the snow to the lowest point possible on the property and where water from the melted snow will not flow into driving or walking areas. If no low points exist, try to get it as far away as possible from high traffic areas. Think about placing it where it will not block drivers’ views. Also, keep it from becoming the neighborhood sled run.

Just in case, make sure to have a supply of sand and ice melt for winter maintenance.

Prevent Site Damage Before snow falls, mark curbs, fire hydrants, drains, speed bumps and other features that may not be visible with several inches, or even feet, of snow. Damage to curbing and shrubs can be common if they are hidden.

Car stops are not preferred because they create tripping hazards. But if they are present, they should be marked so the plow operator can work around them. Moved or damaged car stops, or resulting exposed rebar, can be a trip-and-fall hazard.

Check for improperly used electrical heat tape on pipes and replace it with appropriate insulation. The proper insulation is a much safer answer to preventing pipes from freezing. Fires from damaged electrical heat tape are common.

Light Things Up As days get shorter, it’s a good time to recheck all outside illumination. If your site uses timers, you have an additional challenge to keep them adjusted to synch-up with the shortening days.

Speaking of lights, lay out some ground rules for holiday decor if you have tenants or occupants. If you are not sure what local codes say, call your fire department or code official and ask for their help. At a minimum, all electric decorations should be UL listed and in good condition. Ground fault circuits should supply all exterior electrical items.

Additionally, place them away from children’s little hands. And make sure outside lighting does not create a trip hazard.

Avoid Space Heaters Chronically cold tenants probably have space heaters hidden away in closets, under desks and in other creative spots in your building. Most local building codes prohibit them for good reason — they are a leading cause of fires. If restrictions cause a relationship problem with a tenant or occupant, ask your local fire department or code official for their help in assessing and explaining the safety issues.

Are You New to the Building? Often, the best experience comes from talking to the building or property manager who has worked with the property over the past winters. You will frequently hear them say that it takes a season or two to “learn” a building and how it behaves during various weather conditions.

Additional Resources For more information on protecting your business and employees for winter, visit the following websites:

American Red Cross – Winter Storms Federal Emergency Management Agency (FEMA) – Winter Storms & Extreme Cold Occupational Safety & Health Administration (OSHA) – Winter Storms Preparedness

This article provides general information and recommendations that may apply to many different situations. Any recommendations described in this article are not intended to be specific to your unique situation. Consult with your specialists to determine how and whether the information in this article might guide you in developing specific plans or procedures. This article does not substitute for legal advice, which should come from your own counsel.

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