Risk Management Advisories
PREMISES CLOSURE PROTOCOL
Historical claims analysis information suggests that Property claims tend
to rise and fall in accordance to the season, with most claims related to freezing
occurring in December and January, while arson and vandalism peak in July and
August. Another risk factor also coincides with these peak loss times - the
fact that these times of the year are also when many school buildings are closed
for winter or summer holidays.
From this information, it is clear that two risk management strategies
can play a significant roll in reducing property claims occurring during these
peak periods:
- 1. Implementing a Cold Weather Alert PrÉogram for Temperatures below -15°C
- 2. Following a Temporary Shut Down Program for Summer/Winter Holidays and Long
Weekends
Cold Weather alert programs can help prevent, and most importantly, mitigate,
water damage losses due to freezing. Planning is the key to preventing a freeze-up
from interrupting school operations and costing your board money. Developing
policies and procedures to help you identify measures to take before and during
cold weather can help mitigate the potential losses that may occur as a result.
A Temporary Shut Down Program can help reduce vandalism and deter arson by
ensuring that the building is secure from intrusion and that regular inspections
of the premises are conducted to detect any attempted intrusions or to discourage
would-be intruders.
The following recommendations are made to provide guidance to school boards
in developing a policy on Temporary Shut Down and Cold Weather procedures.
Temporary Shut Down Program:
- Implement a closure inspection program (see attached)
- Implement an inspection list for school check-ups while closed - determine
frequency of check-ups based on length of time school is closed and based on
weather conditions
- General good housekeeping practices
TEMPORARY SCHOOL SHUT DOWN PROGRAM
Initial Inspection - Prior to Closure
- Are all windows properly closed sealed and locked
- Are all small appliances unplugged (portable heaters, toaster ovens, kilns,
etc.)
- Are all tank valves properly turned off in Technical Classrooms (Propane,
Butane)
- All Bathrooms checked to ensure no running water and/or clogs
- Ensure all combustible materials are not stored in front of heating units
or other ignition sources
- Temperature is regulated to prevent freezing (If Cold Weather Alert issued)
- Cold Weather Checklist (if applicable)
CHECK-UP INSPECTIONS
Recommended Frequency:
Long Weekend – 1time/weekend – unless cold weather
alert (daily)
1 – 4 Weeks (i.e. Christmas/Summer break) – 2 times/week – unless cold weather alert (daily while alert is in effect)
- Temperature is regulated
- School is still Secure (no vandalism/broken windows, etc.)
- Bathrooms clear
- Cold Weather Checklist (if applicable)
Cold Weather Program:
- A program similar to FM Global's Cold Weather watch - see attached guidelines
- A systematic approach to alerting schools to cold weather watches (below -15
C)
- Regular inspections of schools during a cold weather watch
- General Preparations – Before Cold Weather Arrives
- Designate a "weather watcher" to monitor conditions and implement
procedures, and organize a well-trained emergency-response team (ERT).
- Gather emergency supplies:
- extra tarpaulins for windbreaks
- steam hoses for thawing frozen lines
- antifreeze supplies for cooling systems
Buildings
- Identify any concealed spaces, such as the space above a suspended ceiling
or a crawl space below the floor, that may contain vulnerable piping. Consider
providing temporary interior openings to allow heat to reach those areas.
- Check heating equipment to be certain it will be able to maintain building
temperatures above 40 F (4 C) at the coldest points in the building.
Equipment
- Make sure fuel supplies will be adequate, particularly if supplied on an
"interruptible" contract. If the back-up fuel is oil, verify that
the tank is full and the delivery system to the heating unit is fully operational.
- Check pressure vessel vents, relief valves and safety valves to ensure that
moving parts are protected from water accumulation or freezing of vapor.
General Preparations - During Cold Weather (Below -15 C)
- Monitor and record temperatures in hard-to-heat areas that contain vulnerable
equipment; repeat every few hours during particularly cold weather.
- Check temperatures in critical areas at night and on weekends, as well as
during the day.
Roofing
- Monitor the amount of snow on the roof and clear it before accumulations
reach unsafe levels.
- Keep roof drains open and free of ice.
Equipment
- Drain piping systems that contain liquids other than water and are vulnerable
to freeze-ups (e.g., solidification of a heat process material).
- Take special care when thawing frozen piping and equipment; avoid open flames.
(REVISED 2010) E&OE
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