Ask a School Insurance Underwriting Expert: As Winter Approaches, How Can We Protect Our Facilities?

Question: As Winter Approaches, How Can We Protect Our Facilities?

Weather patterns have been changing in recent years, leading to unexpected and sometimes costly damage to facilities across the country. The approach of winter reminds us that these changing trends require some unaccustomed preparation in many regions of the nation. Sustained freezing temperatures led to frozen and burst pipes and the resulting water damage as far south as Georgia between Christmas and New Year in 2022. The simple, inexpensive step of sleeving pipes that run through unconditioned areas or along exterior walls is one such measure that should be among the first to be employed.

Here are some other considerations to keep foremost in mind as the season approaches.

General Preparation for Interior Spaces

• Keep thermostats above 60 degrees for those areas that are poorly insulated—every degree counts.
• Drain all pipes not in use or not used for fire protection.
• Check that insulation in basements, crawl spaces and other areas with pipe is still providing protection.
• Inspect all dry pipe sprinkler valves and fire pump rooms. To prevent freezing, keep a heater in all main sprinkler valve control rooms.
• Identify all main water valves and ensure clear access to them in case they need to be closed quickly.
• Open doors from heated areas into unheated areas to help maintain adequate warmth for the pipes in those areas.
• Take thermometer readings during especially cold days to help determine those areas most vulnerable.
• Wrap pipes with insulating sleeves where they run through unconditioned areas or along exterior walls or install electrical heating tape on pipes to prevent freezing.
• Check to see if pipe sleeves and heat tapes are working.

Exterior Protection for Your Buildings

• To avoid ice dams along the edges of pitched shingle roofs, add insulation to attic spaces. This insulation helps retain the building’s heat, preventing it from melting snow on the roof, which can then refreeze and seep under the shingles.
• Inspect your building envelope for cracks, holes and air leaks around windows and doors to prevent cold air from penetrating wall cavities.
• Seal around vents, plumbing stacks, incoming electrical components and skylights.
• Address roof leaks before freezing temperatures set in.
• Clear area around roof drains and the perimeter of flat roofs to enhance solar melting and the draining of melt water after storms.
  

Other Steps to Consider

• Adding or upgrading your backup power supply. Identify critical systems and size the generator accordingly.
• Don’t forget to regularly check any vacant buildings you may own. The longer a building goes with an undetected condition, the greater the accumulated damage.
• Understand the legacy issues for each of your buildings related to both age and function. Use a checklist tailored to each building to monitor and stay on top of emerging problems.
• Develop an extreme weather plan which may include options such as remote work during inclement weather or establishing solid contractor relationships. Cultivating strong partnerships with your vendors can ensure prompt responses, which can minimize the scope and cost of any incident. Maintain an emergency contact list with phone numbers for both internal staff and vendors, covering various roles like custodial and maintenance personnel, electrical and plumbing services, and even restoration services. Crucially, designate individuals with authority to put aspects of the plan into action quickly to alleviate delays often caused by committee consensus.
  

About the Author: Kevin Beer is president of Wright Specialty Insurance, an underwriting manager of specialty insurance and risk management solutions for public and private universities, colleges and K-12 schools. Visit their website or call (877) 976-2111.