WEATHER PREPARATION

Preparing Weather-Ready Workplaces

Create a Flood Action Plan

Assign responsibilities to reliable personnel, train them initially and regularly, and share the plan and updates so employees know how to stay safe during a weather event.

Plan for Safety

Create an evacuation plan and train employees so they know how to respond during an emergency. Review guidance for protecting employees during flood conditions.

Proactive Facility Preparation: Inside and Out

Identify conditions that could worsen flooding, including water entering through drains, sewers, foundations, walls, roofs, or exterior openings. Inspect and safeguard outdoor equipment pits and tanks. Repair any correctable defects well before severe weather arrives, including:

Inspect roofs for damage that could cause leaks, ponding, or wind damage. Clear roof drains and debris, secure damaged flashings, copings, and membranes, and verify permanent repairs with engineering analysis when structural damage exists.

Inspect building openings, including doors, windows, and siding, for leaks or wind vulnerabilities. Check for cold-air intrusion that could worsen freezing issues or waste energy, and make permanent or temporary repairs before severe weather.

Prepare the facility for the expected flood:

• Relocate equipment, stock, and important records that can be impacted by the expected flood event.
• If sewers and floor drains are equipped with a backwater prevention device, ensure that these measures are in good working condition.
• Verify that all sump pump equipment is in good working condition.
• Prepare for the safe shutdown of building and site utilities, such as gas and electricity (consult your utility supplier to assist you with this shutdown).
• Verify that emergency power systems are in good working condition and supplied with adequate fuel.
• Verify that emergency communication plans and equipment are in place and in good working condition.
• Prepare fire protection systems as needed and ensure they are in good working condition so they can remain in service as long as possible.
• If your property is flood-prone and has flood gates or barriers, inspect them and assign trained personnel to monitor forecasts and deploy flood measures. Check emergency supplies and obtain needed items, such as flashlights, chargers, generators, sump pumps, sandbags, food, and provisions.
• On the exterior of the facility, check storm drains, clear debris that could block them, and remove or secure loose items that wind could blow about.

Secure outdoor sites and equipment. For active construction, secure the jobsite before flooding begins and ensure contractors have plans to protect equipment, materials, and supplies.

Have a post-event plan to restore operations. Prepare supplies and equipment to clean the site, inspect, and safely reactivate utilities, dry facilities to prevent mold and mildew, and restore fire protection systems as quickly as possible.

Control post-flood fire hazards by managing debris, controlling hot work such as welding or cutting, and delaying hazardous operations until fire protection systems are restored.

Afterward, evaluate the response and update the plan for future events.

Taking the following steps can also help you prepare:

• Review and update winter weather policies, including how closures and early dismissals will be communicated. Assign responsibilities and train everyone involved.
• Have Human Resources and/or management determine how closures and early dismissals affect pay.
• Hold and document a safety meeting on winter procedures.
• Investigate and document falls and related incidents.
• Recognize winter exposure risks, such as hypothermia and cardiac stress, and control them through procedures and supervision.
• Snow and ice removal is strenuous; assign qualified employees or consider a third-party contractor.
• When hiring a contractor, confirm they are reliable, thorough, and aligned with agreed pricing. Also,
  • Ensure the contract covers parking lots, driveways, walkways, and roofs
  • Choose an established, licensed, and bonded professional
  • Check references
  • Review insurance certificates for liability and workers’ compensation coverage

Risk Control Resources

Old Republic Commercial Risk’s online safety and risk management portal helps our clients reduce injuries and loss expenses through proven risk management solutions. Our clients have access to the Insurance Institute for Business and Home Safety (IBHS), which has many tools available for flood plans and other emergency-type event preparations. Clients also have access to our Organizational Safety Institute, which offers online learning events on Leadership, Safety & Risk Management, OSHA Compliance Pathways, and other pertinent issues. Other offerings include PMA’s Solutions Center with 24-hour online assistance, access to Safety Source for online digital safety and training videos in English and Spanish, along with Safety Solution Technical Bulletins.