Commercial buildings in Canada and northern regions of the USA are generally designed to withstand the harsh winter. But every year, snow and ice cause severe damage to commercial, retail and institutional properties. If you don’t have a winter weather readiness plan in place, now is the time to set the wheels in motion so you aren’t caught by surprise. The off-season is an ideal time to start.

What sort of ice and snow damage are we talking about? In 2019, insured damage for buildings across Canada for severe weather, including snow and windstorms, reached $1.3, according to Catastrophe Indices and Quantification Inc. There was no single event that contributed; these were simply severe weather events from coast to coast.

Increasingly, we’re seeing more severe storms, which scientist tell us are a result of climate change. This was the case last year, when winter storms affected a large area of the USA, especially Texas, and caused a record $14 billion in insured losses to properties.

What does severe winter weather mean for facility managers responsible for building maintenance?

Clearing ice and snow promptly and properly is a winter maintenance service that a facility manager provides to employees, visitors, and customers. It sends the message, “you are welcome, we are open for business, we are expecting you, we care about you.” These sentiments will be especially important this coming winter when buildings are open again.

Beyond being the right thing to do, clearing ice and snow is a legal requirement, covered by municipal bylaws, and health and safety regulations. Municipalities in Canada and the USA have adopted codes and ordinances outlining a property owner’s responsibilities not only for their property, but also, for public sidewalks around their property.

How to mitigate the risk that snow, ice, and severe winter weather brings?

All of this means that before harsh and often, unexpected bad weather hits, your facility management company should be aware of (and follow) best practices for effectively planning for, preparing and overseeing snow and ice removal.

Such best practices aren’t just someone’s “to do” list. Over the past 15 years, industry experts in snow and ice management have developed standards to mitigate the huge risks that property managers face each year if someone slips and injures themselves on their property, or when a roof collapses under the weight of snow.

In 2010, the first ever industry standard for improving quality in the snow and ice industry was created in the USA with the founding of The Accredited Snow Contractors Association (ASCA). Those who drafted the new standard knew that such best practices would reduce liability and increase safety. For over a decade now, the impact of the ASCA’s work as well as the work of another leading association, SIMA (the Snow & Ice Management Association), have made a significant impact both in the USA and in Canada.

These best practices for snow removal and ice management are summarized below.

Pre-season Proactive Facility Maintenance & Inspection

It’s likely that your commercial cleaning services or janitorial services provider uses a third party for winter maintenances. During a pre-season property check, invited those responsible for snow and ice removal get to know your property before it’s covered in ice and snow!

This can be done with a property walkthrough visit where your facility and the grounds around it (including parking lots, loading areas, etc.) are examined. Once winter comes, such hazards are hidden by ice, snow, and darker conditions. Ensure that the potential hazards, such as unattached parking blocks, broken pinnacles, sinkholes, loose/damaged roofing, or clogged drains are identified and fixed.

Best practices ahead of the season include, but are not limited to, checking on such items as:

  • Exterior steps and stairs should be inspected to make sure they are non-slip, not deteriorating, and that their handrails are secure.
  • Sidewalks and walkways should be inspected for tripping hazards.
  • Sidewalks and walkways should also be inspected for low spots which can become prone to icing during a thaw/freeze cycle if they don’t drain properly.
  • Parking lots need to be inspected for their condition, low spots and drainage.
  • Take a look at the roof’s surface and components for signs of wear and tear. Examine the flashing, gutters, downspouts, scuppers and scupper boxes for damage. Check the entire surface for standing water, as ponding indicates a problem with drainage.
  • Inside the building, check for evidence of leaks or staining. These also could be signs that there is roof damage.
  • Other pre-season checks include:
    • Areas where there are heavy foot and vehicle traffic. These will be the area that may need pre-treatment, or more salting once the first storm hits.
    • Make sure crews know where the equipment is stored, in addition to salt/de-icers.
    • If there are landscaping features, such as vulnerable plants, make sure they are identified and protected with wrapping, or avoided when it comes to ploughing and salting.
    • Drainage channels and exterior outflows should be in good condition, clean, and drain away from walking surfaces including parking lots.

General Best Practices for Snow and Ice Management

In addition to pre-season inspection, there are general best practices for managing risk effectively during hazardous months. For a more detailed list, a comprehensive guide is published by SIMA and available by registering on their site.

Communication and Documentation

  • Snow and ice removal are a shared responsibility between the property manager, responsible for the facility, and the facility maintenance company or service provider that agrees to keep the site maintained. Clearly define a communication plan between both parties (including subcontractors if applicable). You want to avoid a situation where someone says, “but I assumed that ice removal on that section of the parking lot was your responsibility!”
  • Clearly define who has the authority to make decisions on de-icing applications, sidewalks de-icing and snow clearing, any additional services, and the ceasing of any services during an event.
  • Execute in writing any changes, additions, or cessations to contracted services by those identified contractually as having the authority to do so.
  • Notify your maintenance provider in writing of snow/ice conditions that need to be addressed or have become hazardous.
  • Use caution signage in key areas to communicate potentially slippery conditions. Clearly identify in writing which party is responsible for signage.
  • Immediately notify all parties in the communication chain of any snow/ice-related incident or accident.
  • Document everything you’ve done, ideally an electronic tracking system, including the details from the pre-season site inspection.

Accountability and Scope of Work

  • Make sure that the scope of work is well defined in addition to the required services, equipment and materials use (including chemical de-icers, etc.).
  • Set out a snow removal procurement timeline (what happens when during the season).
  • Agree on fee structure and accountability (who is responsible for what specific areas of work).
  • Snow removal and de-icing come with their own set of dangers and risks. Those doing your snow removal need to be covered by adequate snow removal insurance.

Trust Ice and Snow Removal to Maintenance Partners that Follow Best Practices

Best practices for snow and ice management are critical for business continuity and to ensure safety for customers, tenants and employees. Whether your region gets a lot of snow or just a few days below freezing, winter conditions can present a hazard.

Trusting quality snow and ice management to just “anyone” is a bit like trying to predict the weather! A facility maintenance service partner such as Kleenway, with 35 years of commercial cleaning experience and customers across Canada and in the USA, can advise on what is required and give you the confidence that they are following industry best practices.