How To Avoid Common Winter Weather Claims

Winter weather increases the risk of burst pipes, collapsed roofs, vehicle damage, and employee injuries. Use this winter weather advice to avoid preventable claims, control damage, and return to normal operations quickly.

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Information Technology Equipment

Property

Vehicles

People

Emergencies

Information Technology Equipment

Power outages can damage computer servers and destroy sensitive data. They can also disrupt important, everyday systems for communications, finance, and academics. You can manage the risk if you prepare your servers and follow these best practices during an outage. 

Prepare Your Systems

• Test your uninterruptible power supply (UPS)/battery backup equipment now, ahead of a potential outage.
• Test how long your UPSs run on backup power so you can adjust your plans and replace unreliable batteries. 
• Make sure server rooms have proper safety equipment such as flashlights to perform maintenance if you lose power. 
• Put a process/checklist in place to test full functionality of the system when you start it back up. 
• Develop a communication plan to notify users about system status. For example, if email is down, you could send an organization-wide text or mobile app alert. 
• Ensure that backup fans or other secondary cooling options are available and can connect to your UPS during a power outage. Servers generate a lot of heat. Without your primary HVAC system online, they could easily overheat without a backup cooling system.

Test Backup Power Systems

A UPS can save your vital computing systems, but it typically doesn’t cover the whole building. It is best to have a proper backup or standby electrical system to step in automatically when the electrical grid fails:   

• Follow the manufacturer’s recommendations for backup power system maintenance and testing. A rule of thumb is to run backups once a month for at least 30 minutes so they provide at least 30% of the system’s rated load.
• Address unusual noises, vibrations, leaks, and electrical issues. 
• Conduct a more comprehensive test once per year, with longer run times, a variety of loads, and in-depth checks of coolant and oil.  
• Ensure gasoline and diesel generator fuel supplies are less than a year old and topped off.  Fuel stabilizers can extend shelf life for an extra year or two, but they will eventually go bad even when stored perfectly. Don't worry about shelf life of propane-powered systems, but do protect and maintain their tanks, lines, and regulators.

Pro tip: Always ask yourself: “Can our system provide electricity for what we need during an emergency?” 

Bring Servers Back Online Properly

• Think about the order in which you bring servers online. Consider infrastructure first, followed by database servers, file servers, and then application servers. 
• Ensure you have instructions for proper boot order of all servers and equipment. Following the specific guidelines for power down/power for your specific server is critical. 
• Follow your process to test full functionality of the system after bringing it back online. 
• When testing is confirmed, follow your communication plan to notify users about server/system status.

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Property

When temperatures drop, you need a plan for managing risks outside and inside your buildings. Don’t forget athletic, operational, and visitor areas. 

Empower Your Team

Start by refreshing your maintenance team’s understanding of where all water-carrying pipes are routed. Next review and update your preventative maintenance schedules, especially since pipes bursting or leaking make up the largest and most expensive winter claims received annually:

• The average cost of a Fund freeze claim is $361,000. 
• The average cost of a claim involving a burst pipe comes in at $161,000.

Staff training is a core element of any strong preparedness plan. Make sure appropriate employees know where water shut-off valves are and under what circumstances they should be closed. 

Outside Protection Tips

• Clear ice and snow from tree limbs so they don’t break and fall on roofs, power lines, and vehicles. 
• Remove leaves, snow, and ice from roofs and gutters, and check roofs for loose materials that can catch wind and trap snow or ice. 
• Insulate exterior pipes, faucets, and water fountains. Pay extra attention to joints and elbows because they tend to freeze faster. Drain and cut off water to this equipment if you can. 
• Disconnect and drain lawn hoses and sprinkler systems. 

Inside Protection Tips

• Check pipes above suspended ceiling tiles because building heat doesn’t reach there effectively. 
• Keep boilers running, test their pressure-relief valves monthly, and get them inspected regularly, per state law. 
• Protect fire sprinkler systems. 
• Promptly repair leaky doors, windows, and cracks. Seal openings where cold outside air can enter. 
• Keep at least three feet of clearance around electrical and heat-producing equipment for emergency access. 
• Test each building’s backup electricity and lighting systems. 
• Ensure exterior doors close safely and securely so they don’t blow open in windy conditions 

Long Closures and Freeze Tips

Frozen pipes are the leading property-related risk when the temperature drops. It might seem like a good idea to save money over long weekends and holidays by turning the heat down or off. Unfortunately, most school buildings are decades old and less energy-efficient than their modern counterparts. Age, expansions, and wear and tear can cause unexpected heat loss:

• Keep interior temperatures above 55 degrees Fahrenheit whenever possible. 
• Open doors to sink cabinets and other plumbing areas that have water pipes to allow warm air to circulate. 
• Designate someone to regularly check property for broken or leaky pipes and set up remote security camera viewing for them if possible. 
• Move or elevate items you want to protect from water damage. Examples include computers, hard-copy records, books, and electronic equipment.
• Consider installing water detection sensors to alert you immediately if something leaks, as well as Underwriters Laboratories-approved heat trace tape or thermostatically controlled heat cable along pipes according to manufacturer instructions.  

When a Severe Freeze is Forecast

• Raise minimum building temperatures to at least 60 degrees Fahrenheit. 
• Ensure generator fuel supplies are less than a year old and topped off. Extra stock should be stored accessibly and in proper containers. Fuel stabilizers can extend shelf life for an extra year or two. 
• Unplug or disconnect nonessential equipment to protect against power outages. 
• For short-term extreme weather, open warm - and cold-water faucets inside and outside buildings to allow a steady drip of moving water. If possible, do this first for faucets furthest from the water main connection so water moves through the whole building. 
• For long-term severe weather, consider shutting off water to the building and draining the pipes, but make this an explicit part of your emergency operations plan. Train staff on the proper procedures, designate backup personnel, and remember: 
  • Shutting water off could prevent your fire sprinkler system from working. Check with the system manufacturer or installer. 
  • Some districts might need their fire marshal’s approval to shut water off. 
  • Most municipalities require that on-site personnel monitor for fires if water is shut off. Consult your local fire department and train staff on establishing fire watches.

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Vehicles

Vehicles need special care in the winter. Cold weather can turn warm air in fuel tanks into water, which can compromise fuel economy and engine performance. Your fleet management program should call for routine maintenance on all vehicles. 

Follow these tips during the winter and all year long to keep your vehicles road-ready: 

• Keep warm gloves, hand warmers, warm headwear, and an extra jacket in work vehicles and make sure emergency equipment (flashlights, radios, flares, etc.) is charged and in good condition. 
• Remove vehicle batteries (cold temperatures drain battery power) and add passenger vehicle batteries to your routine maintenance and replacement schedules. 
• Replace worn wiper blades. 
• Follow manufacturer instructions for the type of oil your vehicles need in the winter. 
• Top off fluids every time the oil is changed. 
• Remember that most brakes start to wear out within three years. Learn the signs that brakes need to be replaced, such as increased stopping distance, a shaky steering wheel, or a strange noise when you apply the brakes. 
• Regularly test vehicle lights, including turn signals, hazards, and brake lights. 
• Check tires and engine belts for wear. 

Attention Transportation Directors and Fleet Managers

Discuss hazards your drivers might encounter. Visit drivetexas.org to monitor road conditions and cancel or change routes as necessary. Protect drivers by stressing the importance of following winter driving safety tips and knowing what to do during an emergency.

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People

Cold weather can linger long after holiday cheer gives way to back-to-school blues. Some forms of cold stress can set in during relatively mild 60-degree temperatures, especially when combined with moisture. Train employees on your organization’s safety procedures, which should include these guidelines: 

• Monitor wind chill, which combines temperature and wind speed. Wind chill tells you how cold it feels outside.  
• Wear at least three layers of loose clothing but avoid cotton. It holds moisture longer than synthetics. 
• Take frequent, short breaks in warm, dry areas. 
• Remember that dehydration is a risk in hot and cold weather. Drink warm beverages and avoid alcohol and caffeine. They can hinder the body’s ability to produce heat. 
• Schedule outdoor work during the warmest part of the day when possible. 
• Walk like a penguin on slick surfaces: Bend your knees slightly; keep your feet flat; take short, shuffle-like steps; and extend your arms at your sides for balance. 

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Prepare for Emergencies

• Establish relationships with reputable water remediation vendors now, before you need them.  
• Conduct regularly scheduled security checks of closed buildings. Extend the checks inside buildings to monitor heat, water, and power issues that could cause emergencies. 
• Provide staff with emergency contacts at the campus, district, and community levels. Publish the list so parents and the community can report emergencies, as well. 
• Make sure key employees are familiar with resources to monitor and communicate weather alerts. 
• Prepare cold-weather kits for staff who respond to emergencies. Kits could include slippery/icy floor signs; gloves, hats, and warming packets; flashlights with fresh batteries; a printed list of emergency contacts; pen and paper for taking notes; and water and snacks to help employees through long hours away from home. 
• Build relationships with local fire departments so everyone shares expectations during an emergency. Do you have remote monitoring of HVAC equipment and policies about who watches them? Lock down these questions and answers before problems arise. 

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Resources

Everyone wants the winter months to go as smooth as ice, but let’s keep the ice outside, where it belongs. For more guidance on avoiding winter-weather incidents, take advantage of these cost-free resources: 

• HSB tip sheet: Preparing for a Power Outage (pdf) 
• HSB tip sheet: Cold Weather and Freeze Alert (pdf) 
• National Weather Service website: Winter Weather Safety Campaign 
• Texas Department of Insurance: Winter safety tips for outside workers 
• Texas Department of Emergency Management: Local preparedness and planning contacts 
• Texas General Land Office: Winter Weather Preparedness 

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