Winter weather can cause a lot of issues for commercial facility managers, and their clients and tenants. Severe weather like heavy snow, storms, ice, strong winds and other winter elements can damage your commercial property. Floods, roof and gutter damage, and broken HVAC systems can lead to more costly structural damage if not caught and repaired quickly.

Sometimes the consequences are dire. When snow accumulated on a roof of an Ottawa shopping mall and caused it to collapse in January 2020, one employee was injured and a shopper buried in the rubble died.

In addition, monetary costs from insurance claims alone are in the millions each winter. Weather-related incidents are often unpredictable, such as floods and hail. According to The Hail Hazard and Its Impact on Property Insurance, 6.2 million properties in the United States experienced one or more damaging hail events in 2020—and most wouldn’t have had time to prepare that day!

Fortunately, smart property owners and their facility maintenance partners know what to do to either prevent the most severe damage caused by winter weather, or at least, prepare for the unexpected.

Facility property managers need to be aware of the four areas of winter weather that cause the most damage:

1.    Frozen pipes result in one of the most common building claims on commercial properties

The colder the temperature gets outside, the more likely indoor pipes will freeze and burst if not properly protected. When pipes freeze, the water inside expands, causing increased pressure inside the pipes. Once pipes crack or burst, water floods into the building, causing immediate damage to assets including inventory and furnishings, in addition to issues such as collapsed ceilings, structural damage, mold and mild dew, and broken plumbing.

Property managers and their facility maintenance teams, whether it is for a shopping mall or an office building, not only have to clean up the damage, but also, face closures while repair and remediation is done.

Preventing frozen pipes can save significant amounts of money and time and remove the risk of disappointing customers. Fall is the best time to inspect plumbing systems and the condition of pipes, and do some pre-winter preparation.

Checklist

  • Check exposed and exterior pipes for signs of freezing in the past (look for cracks, etc.)
  • Look for signs of excess moisture and properly dry the area
  • Drain any pipes that aren’t in use during winter (e.g., pipes that provide outdoor irrigation)
  • Insulate pipes that are vulnerable
  • Insulate and seal cracks and openings around exposed pipes
  • Insulate other areas of concern where cold air may come in, such as recessed light fixtures, attics, crawl spaces, etc.
  • Consider putting controls in place that keep interior temperatures above 55 degrees Fahrenheit (13 Celsius)

2.    HVAC systems that aren’t running efficiently can lead to serious repairs and downtime during winter

A properly maintained HVAC system cannot be understated, particularly when it comes to winter preparation. A system that breaks down can cause a major business disruption, but even a system that is not running efficiently can lead to health and safety issues as well as rising energy costs.

Heating buildings accounts for about a third of total energy use, so it’s important to get the HVAC inspected as part of a commercial building’s fall preparation. Not only does a less efficient HVAC system lead to increased energy costs, but it can also reduce the life of your system’s various parts, which means expensive repairs or replacements.

HVAC checklist

  • Check for cracks and inefficiencies throughout the heating system
  • Inspect blowers and hoses for blockages, monitor air flow
  • Clean or replace air filters and air vents
  • Empty condensation drain traps
  • Ask your facility maintenance partner about any abnormal sounds and odours
  • Calibrate thermostats and make sure they are working properly
  • Check system controls for proper cycling through start-up and shutdown cycles

3.    Snow and ice that collapse roofs and cause permanent damage

If your building(s) are located in areas where there is winter snow and high temperatures, you need to be prepared for the chance that a massive storm might hit. Snow accumulation that is heavier than one to two feet can crush a roof or cause tree branches to fall (and who knows where they land!)

Once the storm ends, there are more challenges. As more snow melts and flows down the roof of a facility, existing ice dams can prevent the water from draining off of the roof and away from this building. This causes the water to flow back up and underneath shingles, into the building, or refreeze underneath shingles, damaging the roof.

The next thing you know, ceilings are leaking, perhaps even close to collapse. You’ll also be facing roofing repairs next spring, and might even have to move up a complete replacement.

Checklist for roofs

  • Arrange for a thorough inspection in the fall. This includes what can be seen, such as loose shingles, gaps in flashing and fascia board, etc., and what is going on underneath, such as cracks in caulking, broken seals, etc.
  • Check for punctions in roof membranes or loose seams, particularly for flat rooms
  • Check for signs of mould, rot, and condensation
  • Avoid ice dams from forming by making sure gutters are clear and there are no places where heat is escaping out the roof
  • Ensure a team is ready when needed (24/7) to clear the roof of high-piling snow

In addition to roof damage (even collapse), ice and snow can lead to slip and falls by employees, tenants, customers, and/or visitors to your building. Parking lots are another consideration. If there is not a designated place for snow piles, views can be obstructed for both pedestrians and drivers.

Checklist for snow and ice removal around your building

  • Have a snow removal plan, which includes designating snow mound areas, and a back-up area
  • Stock up ahead on supplies (e.g., ice melt, shovels, absorbent carpets, signage, etc.)
  • Arrange for 24/7 services to mitigate the hazard of slippery ice and accumulated water/snow, e.g., snow clearing for walkways, entrances, and parking lots, entrance-way carpet cleaning/drying, etc.

4.    Unpredictable winter weather like hail, floods and high winds

Hail, floods and high winds are three of the toughest weather factors to prepare for because they are so unpredictable. An intense wind can blow a tree over into a building or throw debris through a window without any warning sign.

The best way to prepare for such conditions is to keep buildings repaired and well-maintained, and have a facility maintenance provider on hand that provides 24/7 emergency services.

  • Remove loose materials on or around buildings, such as shingles or siding, pallets, etc.
  • Consider installing hail resistant shingles
  • Keep the landscaping around your building clean
  • Trim or toss loose and weak branches, or remove trees too close to buildings and parking lots that are likely to fall (because of age, proximity, etc.)
  • Store loose items in protected areas

Your best fall maintenance plan is to find a facility maintenance partner to help prepare and respond

It’s a “cold” reality —winter can wreak havoc on commercial properties. But through proper preparation and maintenance, property managers can avoid most if not all of the most severe damages, and be better prepared for the unexpected.

In addition to the above checklist, ask your facility maintenance provider about monitoring systems and sensors that can detect leaks, and eventual flooding. These days, a back up power system is essential in order to prevent business interruption when the unpredictable happens.

Work with a reputable property maintenance service partner—a partner such as Kleenway, that has skilled professionals on hand that can advise on areas such as HVAC systems, roofing, and even the snow and ice regulations for your particular location. We can help take that pre-winter maintenance checklist off your plate, and do whatever preparation is necessary to ensure a safe and worry-free winter and spring.