Warming to the Cold

Last winter was one few people will forget. The term “polar vortex” entered the popular vocabulary as record-low, Arctic temperatures swept through Canada and were felt as far away as Florida. Another blast of Arctic air made an unseasonable appearance in mid-summer, making July feel like September in parts of the country, and the forecast this year is for another unusually cold and snowy winter.

After last winter’s particularly harsh weather, CNA reviewed thousands of weather-related commercial property losses, gaining a number of insights into what steps building owners and managers should take to better protect their properties in advance of the worst of the winter.

More than 1,300 claims from the winter season were reviewed that accounted for about $58 million in losses. Of those, 95% of the losses were for water damage, and of those, about 60% related to malfunctioning sprinklers.

What was also noteworthy was the number of large water damage claims in excess of $100,000, with fewer than 100 claims accounting for more than $20 million in losses.

First and foremost, what stood out from the claims data was how much damage had been done to the interiors of buildings by fire sprinkler systems. In some cases, these systems were triggered by freezing pipes that exploded in ceilings, attics and entryways – areas that typically are not as well-insulated or well-heated as work spaces.

The reason sprinkler system floods can be so devastating is that the pipes feeding the systems are built to carry a large volume of water quickly to help douse a fire. For example, a one-inch pipe delivers about four times more water than a half-inch pipe.

And the water that streams from a busted sprinkler system is often stagnant, dirty water that can easily ruin furniture, carpeting and drywall.

WINTER PREP FOR COMMERCIAL BUILDINGS

The good news is that preventive steps can be taken to protect businesses. Experience has demonstrated the value of certain measures that building owners can take as the winter season begins once again.

Keep it heated – everywhere

Businesses should maintain an adequate level of heat – at least 4.4 degrees Celsius – in all parts of the building at all times, and take into account the effect of severe wind chill.

With energy conservation in mind, many businesses turn thermostats down after hours and on weekends, but the aforementioned data showed that many of the pipes that burst did so overnight and at off-hours.

Businesses should also identify if any parts of the building are difficult to heat or lose heat rapidly, perhaps considering installing thermometers and supplemental heating devices in those areas. In particular, businesses should be sure to have reliable heat in dry pipe valve enclosures.

Do regular maintenance checks of sprinkler systems

Businesses should check to ensure sprinkler systems were installed properly and are being properly maintained by carrying out rounds of regular maintenance before the weather turns cold. Importantly, valved drains should be installed at all low points, and drain pipes should be checked regularly by a qualified contractor or maintenance person to make sure they are entirely free of water.

Since it is mandatory that water be present in the supply piping up to the dry pipe valve, it is especially important to make sure the area in question is well-heated.

Ensure employees know how to turn off water valves

While most people know where the main water valves are in their homes, many do not know where they are at work. The location and operation of all water control valves should be documented in emergency plans and incorporated into drills, including how to access and shut off any valves that are chained and locked in an open position.

Valves should also be clearly labeled as to what they control. That way – if, for example, the sprinkler system goes off during the night – it will trigger an alarm that summons fire responders, who will be able to more quickly determine which valve needs to be closed.

Of course, always make sure there is no chance of a fire before an employee shuts off a sprinkler control valve.

Monitor exterior structures for blockage and freezing

When parking lots are ploughed and sidewalks shovelled, external valves, vents, manhole covers and fire hydrants can all too easily get buried in snow and ice. There should be a plan in place to guarantee that these are cleared on a regular basis.

If there are any louvers, they should be checked as well, to be sure none are frozen in an open position, thereby allowing cold air inside.

And when the thaw starts, be sure to check roof drains and downspouts for ice and snow build-up.

Remember employee safety

In advance of a winter event, make sure the company’s winter plan includes employee safety recommendations for the vehicles and equipment they will be operating to move and remove snow and ice.

Work wisely with contractor services

Businesses should know what their risk transfer exposures are for any vendors they hire during the winter for services such as ploughing and snow removal. They should obtain or update their certificates of insurance, verifying the limits, as well as have themselves named as an additional insured on the contractor’s policy, where possible.

Keep sidewalks, entryway paths clear and dry

It is also important to remember that last year’s conditions were so extreme, some areas were completely sold out on salt, ice melt and sand. Be sure to have adequate stocks for the property in advance of any storms this winter.

Floor mats around business entrances need to be large enough to accommodate expected foot traffic, and should be resilient enough to continue to lie flat even after heavy use. Mats should be checked on a regular basis and reserve mats should be available to replace any that become soaked.

WINTER IS COMING

Though last year’s polar vortex felt like a once-in-a-lifetime event to many people, it is actually a well-known weather occurrence that persistently exists at the poles. During the previous winter, a shift in the polar vortex’s oscillation brought extreme cold weather down to many parts of the Northern Hemisphere.

So while last winter was extreme, it was not without precedent, and researchers say it may become more common because of increased ice melt in the Arctic regions, along with other recent climate trends.

The conditions of extreme cold, snow and ice seen last winter are, unfortunately, likely to recur, meaning businesses need to do their best to be prepared.