Preparing for winter weather

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Preparing for winter weather

Friday, January 20th, 2012

Practical steps to protect People, Premises and Business Profits.

Risk Management guidance from Cowens Risk Solutions

Background

The heavy snow falls and extreme temperatures experienced in December 2010 caught the UK by surprise.  During these cold snaps one major insurer paid out over £24M in burst pipes claims alone.  However, the true cost of the cold weather was much greater.  Despite quick claims settlements, the impact of the bad weather was so profound on some businesses that they simply did not survive.

 Prevention is better than cure

Hindsight is a wonderful thing and looking back over the claims settlements made by insurers, many of these could have been avoided or minimised with some simple preventative measures.  So what are some of the key lessons learned from 2010 and how can you protect your People, Premises and Business Profits?

General Information

Firstly, be aware of anticipated weather conditions and take action before this arrives.  Information is available from a variety of sources, including:

Met Office, www.metoffice.gov.uk

Highways Agency, www.highways.gov.uk

Protecting People

Slips, trips and falls increase over the winter months due to a combination of factors, frost, ice and snow combined with reduced daylight hours, decaying leaf litter and generally wet conditions.

To reduce the risks to both employees and visitors alike, take a few minutes out assess the likely risks you face and put in place simple procedures to manage the situation.

Consider the following: 

  • Identify footpaths, pedestrian walkways (including short cuts), building entrances, roads and car parks for which your business is responsible. 
  • Ensure areas are well lit, clear of debris e.g. leaf litter and are appropriately gritted ahead of freezing temperatures and cleared of lying snow.  Pay particular attention to inclines and sloped areas.  
  • Maintain a supply of grit/rock salt and ensure that you have the equipment available to spread this and remove lying snow.  
  • For staff involved in these activities ensure they have appropriate warm clothing and footwear.
  • Ensure that building reception areas are kept clean and dry.  Consider absorbent floor mats and emergency cleaning procedures.  Purchase wet floor warning signs and ensure they are prominently displayed.  
  • Record the risks you have identified and the actions you have taken.  Maintain a simple log to highlight the dates and times that action e.g. gritting, has been taken.  

For more information please go to: www.hse.gov.uk/slips/faq.htm

For people using vehicles, consider the following: 

  • In extreme conditions is your journey really necessary? 
  • Is you vehicle ready for winter weather e.g. battery test, wiper blade check, washer (de-icer) & engine anti freeze levels? 
  • Place a shovel, spare warm clothes, a blanket and de-icer in your boot as a precaution. 
  • Ensure you have a fully charged mobile phone with you.  
  • Don’t leave vehicles unattended “warming” with the keys in the ignition. 

For more information please go to: www.greenflag.com/help/winterdriving.html

Protecting Premises

ahead of the cold weather consider the following preventative measures: 

  • Have your premises’ heating systems serviced at least annually 
  • Clean out blocked guttering and repair any damaged/broken equipment e.g. down pipes leaving taps that may freeze. 
  • Know the layout of key services (electricity, gas, water), within your building/across your site and the location of any stop taps/shut off valves. 
  • Review heating pipe work and water tanks (particularly those in lofts/attics) and ensure they are appropriately lagged.  Consider also any factory process pipe work. 
  • If you are considering the use of any secondary/portable heating devices YOU MUST ask your Broker to forward full details to your insurers prior to use, to ensure these are acceptable under the terms of your policy. 
  • If you have any premises which are unoccupied or cannot be adequately heated/protected, consider disconnecting and draining boilers/heating systems and water tanks. 

During period of cold weather consider the following: 

  • Ensure that premises’ heating is maintained at a low level throughout (above 40 C). 
  • Monitor the build up of snow on vulnerable roofs and ensure its safe removal. 
  • Ensure that premises are regularly inspected during any spells of cold weather in particular over holiday periods. 

If your premises are protected via sprinkler systems, please consider the following: 

Ensure that systems are regularly inspected and maintained. 

Consider external contractors who can review the adequacy of existing frost prevention measures

Ensure that vulnerable areas e.g. external pipe work/pump houses/valves/lofts/roof voids are lagged and/or heated. 

Please contact your Broker IMMEDIATELY if you are considering disconnecting/draining (part or full) any sprinkler system, in order that they may contact your insurers. 

Protecting Business Profits 

Even with preventative measures, your business may still suffer a loss.  If your premises are not open for business how are you going to manage the needs/expectations of employees, suppliers and customers? 

Preparation of simple but effective Business Continuity Plans (BCP), can save valuable time in the aftermath of a loss and can help you recover your business far quicker after the event.  

  • Emergency response actions – Would you know how to shut the water supply off in the event of a burst pipe?  Do you know which local contractors have the expertise to repair your equipment/systems? 
  • Crisis communications – Do you have up to date contact lists for employees, suppliers, customers? 
  • Have you thought how you would contact these groups and keep them informed?
  • Who would co-ordinate all of this? 
  • Return to work – If your business is closed/disrupted for a few days or even a few weeks how would you prioritise your return to work?  If extensive damage has been caused, which systems/equipment are the most important to you and what would you look to recover first?  Similarly, with customer contracts, which ones are vital to your business and which would you prioritise first in line?

For more information on Business Continuity Planning please contact Cowens Risk Solutions for the solutions they have on offer.

For additional information in relation to all of the points raised within this document. Please contact your broking team on 01623 649931

For risk management advice, please contact Simon Fabian, Risk Advisor on 01623 649931 or email s.fabian@cowensrs.co.uk

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Winter Weather – Risk Management Guidance Note

Tuesday, January 5th, 2010

During the winter months, worsening weather conditions inevitably lead to storm, frost and burst pipes damage to businesses and increase the likelihood of injury to employees.

The damage is likely to come from three sources:

  • Wind
  • Frost and snow
  • Burst pipes 

Wind 

In the UK we generally do not get the devastating hurricanes which regularly affect areas of the US, however many coastal areas can suffer storms, with winds gusting to over 100 miles an hour. 

Protection and Preparation 

  • Keep track of weather forecasts.
  • Periodically inspect roofs and flashing.
  • Check vents, skylights, and signs to ensure they are secure.
  • Check that windows, doors and their frames are securely fixed to the building.
  • Inspect any trees that are close to your building.
  • Ensure loads are secured during transit.
  • Inspect all buildings after severe storm 

Frost, snow and burst pipes 

Freezing conditions regularly lead to flooding from burst pipes. In addition, snow melts combined with

fresh rain falls can overwhelm the drainage system and result in local flooding. In very extreme conditions heavy snowfalls can impose significant loads on roof structures although this is thankfully extremely rare in the UK. In addition to direct damage to property from the buildings, accidents and incidents are also more likely during periods of cold weather. 

Protection and Preparation 

  • Plan for safe methods of snow removal. Check all heating units for reliable operation as winter approaches. See that building insulation is in place, windows are not broken, and openings are sealed.
  • Provide fire hydrants, sprinkler valves and fire brigade sprinkler connections with markers visible above potential snow piles.
  • Provide generators as back-up power supplies for critical operations.
  • Develop a strategy for protecting water pipes.
  • Ensure temperature sensitive materials are adequately stored.
  • Store all stock/WIP off the floor to prevent damage by flooding.
  • Clean all roof gutters and down pipes ensuring they are free from obstruction.
  • Service heating systems regularly and ensure thermostats/frost-stats are working correctly and set appropriately.
  • If portable heaters are required, ensure they are adequately maintained, staff are trained to use them safely and that fire risk assessments are updated to reflect the additional hazard.
  • Ensure sprinkler systems are maintained; alternate systems are drained.
  • Ensure sprinkler pump houses are adequately heated.
  • Drain water pipes in areas likely to freeze. Where this is not possible ensure the pipes are properly lagged.
  • Ensure all traffic and travel routes on your site are kept clear of snow/ice.
  • Provide a stock of salt/grit for keeping paths and traffic routes free of snow/ice.
  • Ensure fire hydrant markers are kept clear of snow drifts.
  • Ensure vehicles are serviced, water levels and anti-freeze are adequate.
  • Plan routes to avoid minor roads, which may not have been cleared of snow and ice.
  • Inspect your buildings after a period of freezing weather.

Employees

For employees who have to work outside or work in unheated buildings, risk assessments must be revised, taking the cold weather into account. Simple controls can be implemented to mitigate the effects of the cold weather. 

  • Provide warm waterproof clothing where required.
  • Ensure regular breaks where employees can rest in a warm area.
  • Provide regular hot drinks.
  • Undertake job rotation, ensuring individuals’ exposure to the cold is limited. 

The following checklist may help when determining the required actions:

 check-list

Special thanks to Travelers Insurance Co Ltd, for the above useful guidance.

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