As winter approaches, commercial property owners and managers face the critical task of preparing their buildings for freezing temperatures. The challenges posed by severe cold, snow, and ice can be significant, potentially leading to costly damages and disruptions if not adequately addressed.
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This comprehensive guide outlines essential steps for winterizing commercial properties, from initial assessments to emergency preparedness. By following these expert recommendations, building owners can ensure their properties remain safe, efficient, and resilient throughout the harshest winter conditions.
Steps to Take To Prepare for Freezing Temperatures
Initial Assessment
The preparation process begins with a comprehensive inspection of the entire property. Building engineers meticulously examine the building envelope, mechanical systems, and potential problem areas. This thorough assessment forms the basis of a detailed checklist, ensuring that no aspect of winter preparation is overlooked.
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HVAC System Preparation
One of the most critical systems to address is the HVAC. Engineers start by inspecting and cleaning all heating equipment, including boilers, furnaces, and heat pumps. They replace filters and lubricate moving parts to ensure optimal performance.
Thermostats are tested and calibrated if necessary, guaranteeing accurate temperature control throughout the building. Ductwork is carefully examined for leaks and sealed as required, preventing heat loss and improving energy efficiency. Proper ventilation is also verified to prevent moisture buildup, which can lead to mold growth and structural damage.
Icicles on HVAC equipment during the 2021 snowstorm in Austin.
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Plumbing System Winterization
The plumbing system requires special attention to prevent costly damage from frozen pipes. Engineers identify and insulate exposed pipes, particularly those in unheated areas or exterior walls. Heat tape is applied to especially vulnerable sections to provide additional protection against freezing.
All shut-off valves are tested, and faulty ones are repaired or replaced to ensure quick response in case of emergencies. Outdoor plumbing systems, such as irrigation lines, are drained and winterized to prevent damage. A thorough check for leaks is also conducted, with any issues addressed immediately to prevent water damage and ice formation.
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Sealing the Building Envelope
Sealing the building envelope is crucial for maintaining indoor temperatures and reducing heating costs. Windows and doors are inspected for drafts, with worn weatherstripping and caulking replaced as needed.
In some cases, the installation of storm windows might be recommended for added insulation. Wall insulation is also checked, especially in older buildings, to ensure it meets current efficiency standards.
Insulation Upgrades
Insulation is a key factor in winter preparedness. Engineers assess insulation in walls and around pipes, adding more where needed, particularly in older buildings. Mechanical rooms housing sensitive equipment are also properly insulated to protect against extreme cold.
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Roof and Gutter Maintenance
Roof and gutter maintenance is essential for preventing ice dams and water damage. Gutters and downspouts are cleared of debris to ensure proper drainage. The roof is also inspected for damaged shingles or potential leak points, with repairs made promptly.
Additionally, overhanging tree branches that could fall under the weight of snow and ice are trimmed back to protect the roof and building structure.
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Outdoor Area Preparation
Outdoor areas require preparation as well. Furniture and equipment are stored or covered to protect them from the elements. Water features like fountains are shut down and winterized to prevent damage from freezing. Pathways that will need to be kept clear of snow and ice are marked, and supplies of ice melt and sand are stocked for walkway safety.
AQUILA engineers clearing pathways during the 2021 snowstorm in Austin.
Emergency System Checks
Emergency systems are checked and prepared for winter conditions. Backup generators are tested, and fuel supplies are stocked. Emergency lighting systems are verified to be in working order and fire protection systems are winterized to ensure they remain functional in freezing temperatures.
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Establishing a Winter Maintenance Schedule
Finally, a schedule for regular maintenance checks throughout the winter is established. This includes plans for prompt snow and ice removal after storms and arrangements for on-call maintenance personnel during severe weather events. Regular inspections help identify and address issues before they become major problems, ensuring the building remains safe and comfortable throughout the winter months.
Winter Weather Emergencies
What qualifies as an emergency will vary based on location and usual climate. For example, we are based in Austin, Texas where winter weather is rare – this means even a small amount of snow and ice can cause major issues.
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Burst Pipes
When dealing with burst pipes, the immediate response is crucial. Building engineers must shut off the main water supply promptly to minimize water damage. If water has reached electrical systems, power to the affected areas should be cut off to prevent electrical hazards.
Swift water extraction and drying measures are then implemented to mitigate damage. Valuable items and documents should be quickly removed from affected areas, while dehumidifiers and fans are deployed to accelerate the drying process. Once the immediate crisis is managed, the focus shifts to locating and repairing the burst pipe, assessing any structural damage, and improving insulation to prevent future occurrences.
A garage standpipe break during the 2021 snowstorm in Austin.
Power Outages
Power outages during freezing conditions pose significant risks to building systems and occupant safety. The first step is to activate emergency lighting systems and check on elevator operations to assist any trapped occupants.
Critical systems should be switched to backup generators, with a focus on maintaining temperatures to prevent pipe freezing. Continuous communication with tenants about the situation and the expected duration of the outage is essential.
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Building managers should coordinate closely with utility companies for updates on power restoration. Safety measures, such as ensuring carbon monoxide detectors are functioning if using generators and implementing additional security measures if electronic access systems are down, are paramount.
AQUILA Pro-Tip
Critical Backup Power Systems
A robust backup power strategy is essential for winter preparedness. Your emergency power system should prioritize heat tracers for pipes and electronic access systems to maintain building security and prevent freezing. Don’t forget to power room heaters in fire pump rooms and other life safety areas to protect critical systems.
Most importantly, keep your building automation system on backup power – this is your eyes and ears during an outage, allowing you to monitor temperatures throughout the facility and catch potential issues before they become emergencies. Remember to include point-of-use heaters in vacant spaces in your backup power plan to prevent freezing in unoccupied areas.
Water Outages
Water outages require immediate implementation of conservation measures. Non-essential water-using equipment should be shut off, and stored emergency water supplies should be utilized for critical needs. For extended outages, managers might need to consider bringing in portable water tanks. Building systems dependent on water, such as HVAC, need to be closely monitored and adjusted to prevent damage.
Events like fire main breaks (pictured here) can cause extended water outages.
Roof Collapse
One of the most severe winter emergencies commercial buildings face is the risk of roof collapse due to heavy snow and ice accumulation. This danger is particularly acute for structures with flat or low-slope roofs.
Building managers must implement a vigilant monitoring system to track snow buildup, especially during prolonged storms or when multiple snowfalls occur without melting periods. When accumulation reaches critical levels, safe snow removal procedures must be enacted promptly. These often involve professional teams trained in roof snow removal techniques to avoid damaging the roof structure or membrane.
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If any signs of structural stress are observed, such as creaking noises, sagging ceilings, or doors and windows that suddenly become difficult to open or close, immediate evacuation of the building is crucial. In the aftermath of a roof collapse or significant stress event, engaging structural engineers for thorough assessment and repair planning is essential. This proactive approach to roof management during winter is vital for preventing catastrophic failures and ensuring the safety of building occupants.
HVAC System Failure
Heating system breakdowns during extreme cold can rapidly escalate into building-wide emergencies, potentially leading to frozen pipes, uncomfortable or unsafe conditions for occupants, and extensive property damage.
To mitigate these risks, building managers should have emergency repair services on standby for immediate response to any HVAC issues. In the event of a system failure, implementing temporary heating solutions for critical areas becomes a priority to prevent freezing temperatures inside the building. This might involve using portable heaters or redirecting heat from functioning zones to vulnerable areas.
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Throughout the crisis, close monitoring of indoor temperatures is crucial to prevent pipe freezing and protect sensitive equipment. Clear and frequent communication with tenants about the situation, expected repair timelines, and any necessary precautions they should take is essential. This might include advising them to dress warmly, use space heaters safely, or in extreme cases, temporarily relocate. By having a well-prepared response plan for HVAC failures, building managers can significantly reduce the impact of these potentially severe winter emergencies.
HVAC leaks during the 2021 snowstorm in Austin.
Emergency Response Team Activation
In all these scenarios, activating the Emergency Response Team is a critical first step. Team members should be assigned roles based on the pre-established emergency plan, and a command center should be set up to coordinate efforts. Clear and frequent communication with tenants through multiple channels is essential, providing guidance on personal safety and property protection. External coordination with local emergency services, utility companies, and authorities is often necessary for assistance and information.
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Documentation and Post-Emergency Assessment
Throughout any emergency, detailed documentation of the event, actions taken, and any damage is crucial for insurance purposes and future prevention planning. Once the immediate crisis has passed, a thorough building assessment should be conducted, and emergency procedures should be reviewed and updated based on the experience gained.
The Critical Role of Building Engineers and Property Management
The expertise of building engineers and property management teams is invaluable in protecting commercial properties during winter. Their in-depth knowledge of building systems allows them to identify and address potential vulnerabilities before they become problems. This proactive approach to maintenance and prevention can save building owners significant costs in repairs and energy consumption.
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Building engineers’ quick response capabilities during emergencies are crucial. Their familiarity with the building’s systems enables them to act swiftly and effectively when issues arise, minimizing damage and downtime.
Moreover, the preventative measures implemented by skilled building engineers and property managers can lead to substantial cost savings. By ensuring efficient operation of heating systems, preventing water damage from frozen pipes, and maintaining the building envelope, they help reduce energy costs and avoid expensive repairs.
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Conclusion
Preparing commercial properties for winter is a complex but essential process that requires careful planning, expertise, and attention to detail. From HVAC system maintenance to emergency response protocols, each aspect of winter preparation plays a crucial role in safeguarding buildings and their occupants.
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The proactive measures outlined in this guide not only protect against immediate winter threats but also contribute to long-term building health and efficiency. By investing in thorough winter preparation and maintaining a state of readiness, property owners and managers can navigate the cold months with confidence, ensuring business continuity and occupant safety.
Remember, the key to successful winter management lies in anticipation, prevention, and swift response to any challenges that may arise.
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Contact us today to discover how our property management team and building engineers can help ensure your building is winter-ready and enhance your building’s operations and tenant satisfaction.
