We, as organizations and individuals, will likely face unexpected emergencies — both natural and man-made. It is vital to have a crisis management plan in place in order to protect yourself, your employees and customers, and your business facilities, as well as your company’s reputation. As a leading property and casualty insurer, Liberty Mutual Insurance has the resources and expertise to provide tailored domestic and multinational insurance and risk management solutions to meet business-specific needs, regardless of a company’s size or location. To learn more about any of our other products and services, please contact your agent or broker or visit http://libertymutualgroup.com/business.
CRISIS MANAGEMENT Winter Storm Action Plan We, as organizations and individuals, will likely face unexpected emergencies — both natural and man-made. It is vital to have a crisis management plan in place in order to protect yourself, your employees and customers, and your business facilities, as well as your company’s reputation. Winter storms can be devastating, causing those affected to lose their homes, property, pets and even their lives. Winter storms can start abruptly and continue for days, quickly covering vast expanses of land; however, the regions that they hit are predictable, affording significant time for preparation. Since winter storms are a reality of nature, it is wise to be as prepared as possible in the event that a winter storm threatens your business. Following the procedures outlined in this brochure will aid in developing a crisis management plan. It does not, however, contemplate every potential for loss or damage and you should review your particular situation in an effort to identify all appropriate steps and precautions to minimize the risk of winter storms. No undertaking is intended or assumed by Liberty Mutual Insurance by this publication, as it is for informational purposes only. As a leading property and casualty insurer, Liberty Mutual Insurance has the resources and expertise to provide tailored domestic and multinational insurance and risk management solutions to meet business-specific needs, regardless of a company’s size or location. To learn more about any of our other products and services, please contact your agent or broker.
Transcript
WINTER STORM ACTION PLAN
CRISIS MANAGEMENT
Winter Storm Action Plan
We, as organizations and individuals, will likely face
unexpected emergencies — both natural and man-made. It
is vital to have a crisis management plan in place in order to
protect yourself, your employees and customers, and your
business facilities, as well as your company’s reputation.
Winter storms can be devastating, causing those affected to lose their homes,
property, pets and even their lives. Winter storms can start abruptly and continue for
days, quickly covering vast expanses of land; however, the regions that they hit are
predictable, affording significant time for preparation. Since winter storms are a reality
of nature, it is wise to be as prepared as possible in the event that a winter storm
threatens your business.
Following the procedures outlined in this brochure will aid in developing a crisis management plan. It does not,
however, contemplate every potential for loss or damage and you should review your particular situation in an effort
to identify all appropriate steps and precautions to minimize the risk of winter storms. No undertaking is intended or
assumed by Liberty Mutual Insurance by this publication, as it is for informational purposes only.
As a leading property and casualty insurer, Liberty Mutual Insurance has the resources and expertise to provide tailored domestic and multinational insurance and risk management solutions to meet business-specific needs, regardless of a company’s size or location.
To learn more about any of our other products and services, please contact your agent or broker.
WINTER STORM ACTION PLAN
Pre-Winter Storm PreparationStep 1: Secure Supplies and Information Ensure emergency supplies and equipment are on hand and ready for the on-site emergency action team.
Obtain cash for post-winter storm needs such as buying food and supplies or paying employees and contractors.
■■ First aid kit. Include prescription
medications, over-the-counter
painkillers, rubbing alcohol, eye wash
kit, and vomit-inducing medicine
(in case of accidental poisoning)
■■ Water and nonperishable food —
a three-day supply
■■ Emergency lighting. Include
flashlights with extra batteries
■■ Whistles. Whistles can be used
to signal and direct attention
during and after a winter storm
■■ Battery- or crank-powered radio
■■ Walkie-talkies and/or cellular
phones (with spare batteries)
■■ Batteries
■■ Blankets and extra clothing
■■ Hand and power tools
■■ Portable pumps and hoses
■■ Plastic covers and tarpaulins
■■ All employees, vendors, and clients’
contact information on hand
■■ Sand and rock salt or ice melt
■■ Snow shovels or other snow
removal equipment
■■ Protect and/or relocate vital records
off site. Include business and
customer records, utility plans, etc.
Winter Storm Emergency Kit
Fire Department ______________________________________________________________________________________
Police Department ____________________________________________________________________________________
Other ______________________________________________________________________________________________
Emergency Contacts
WINTER STORM ACTION PLAN
Pre-Winter Storm Preparation
Check your procedure for restoring electrical services on an item-by-item basis
Shut down all noncritical and nonessential electrical equipment
During a winter storm evacuation, consider your phone lines — redirection to cell phones or an answering service could be critical
Maintain an inventory of all equipment and assets for your business, in the event of structural damage
Maintain and test standby electric generator(s) for emergency power
Determine if portable heaters or other emergency equipment is needed
Determine if there are alternative ways to enter your premises if snow or ice prohibits access to your business
Make sure heating and heat-producing process equipment is in good condition and operating efficiently
Check/maintain/test all necessary backup equipment such as emergency generators, communication systems/devices, snowblowers, etc.
Verify that all fire-protection equipment is in service
Fill the fuel tanks of generators, fire pumps, and all company-owned vehicles
Maintain automatic sprinkler protection in idle buildings: promptly handle sprinkler system impairments; notify the local fire department regarding any issues
Monitor building temperatures especially in hard-to-heat areas; keep temperatures above 40°F
Determine your greatest risk potential — loss of heat, frozen pipes, and/or loss of access due to snow/ice
Identify who is responsible for snow/ice removal from driveways, doorways, and roofs (business owner or landlord)
Determine what equipment needs to be protected from freezing up (e.g., computers, telecommunications, manufacturing equipment, etc.)
Identify where cold air can enter and seal all openings with caulking and insulation
Repair walls and roofs to prevent drafts; inspect roof drains for debris
Make sure storm windows are effective
Drain all idle pumps and compressors, making sure jackets are vented
Develop procedures to be followed if you lose heat or electricity
Determine which processes depend on continued building heat for safety (i.e., processes that are subject to solidification or runaway reactions) and need prompt attention
If a winter storm watch is in effect, pay close attention to radio and television reports from the National Weather Service. If a winter storm warning is issued or if storm conditions have started near you, take immediate action to ensure the safety of yourself, your employees, your customers and your business.
Identify which outside vendors and repair services you will need to restore your operation after a storm. It is often advisable to go outside your local area to find services that will not be affected by the same storm as your locality.
Ensure the contingency plan is up to date in the event that a winter storm disrupts production or other business operations
Step 2: Inspect and Fortify Facility
WINTER STORM ACTION PLAN
Develop a plan for roof work under these special conditions
Establish a plan for elevating mechanized snow removal equipment to the roof
Determine what special tools, equipment, protective devices, clothing, and footwear will be needed, and make sure all the
necessary gear is on hand and ready to use
Identify what types of fall protection will be needed. Guardrails, nets, or a personal fall-arrest system for each worker may be
necessary, depending on roof configuration and any fall protection already installed.
Determine if there are special hazards on the roof that may be hidden from view by the snow. Before snow falls, mark skylights,
roof drains, vents, and other hazards or obstructions so that workers will be able to see and avoid them.
Develop a plan for keeping all roof access points clear of snow
Teach workers the warning signs of overexposure and hypothermia
Read, understand, and follow all manufacturers’ instructions for the safe use of snow blowers and similar
mechanical equipment
Ensure that powered equipment is not used within 10 feet of any roof edge
Check with a roofing contractor before using mechanized equipment on the roof to ensure the equipment will not damage the
roof membrane
Instruct workers to operate equipment at reduced speeds if there are slippery roof conditions
Melting the snow in lieu of removing it may cause localized overloading of the roof. Check with a structural engineer before
using water or a heating device to melt the snow. Risk reduction in roof snow removal can be achieved with thorough
preparation, trained workers, fall protection, well-maintained equipment designed for the work, and a healthy respect for the
outdoor elements.
Protect other employees, visitors, and pedestrians by securing the entire work area, including the ground directly underneath
the roof’s edge. Falling ice, snow, and materials could cause serious harm to third parties.
Employee Safety During a Winter Storm
Roof Work on Snow-Covered Roofs
■■ Avoid strenuous activities outdoors
■■ Postpone nonessential tasks
If Employees
Work Outdoors
WINTER STORM ACTION PLAN
If advised by authorities to evacuate, do so immediately. Take your emergency kit and lock your business; choose a travel route away from the winter storm path.
Make sure employees and on-site customers are accounted for and safe
Outdoors:
Keep driveways, walkways, and doorways clear of snow and ice
Patrol the property when safe to do so and watch for pipe breakage, or structural damage
Indoors:
Open water faucets slightly to let them drip in order to keep water flowing through the pipes that are vulnerable to freezing. Ice may still form, but the open faucet helps prevent the pipe from bursting by allowing relief for any built-up pressure.
Constantly monitor any boilers that must remain online.
During a power failure, turn off electrical switches to prevent reenergizing of equipment until necessary checks are completed
During Cold Spells:
Provide approved portable heaters for vulnerable areas that might fall below 40°F
Do not use open flame devices to thaw frozen pipes or equipment
Use tarps to erect temporary windbreaks. For a permanent windbreak, consider planting evergreen trees and hedges upwind (prevailing winter wind direction) of vulnerable buildings and equipment.
Step 1: Immediate Actions
Step 2: Ongoing Actions
If you are not ordered to evacuate:
Procedures During a Winter Storm
Continue ensuring employee and customer safety
Be mindful of indoor safety. If backup power supplies are needed, do not use an electric generator indoors, inside a garage, or near building air intakes, because of the risk of carbon monoxide poisoning.
Do not store gasoline indoors, as the fumes could ignite
Use individual heavy-duty, outdoor-rated cords to plug in other appliances
Assign someone to check indoor temperatures should your place of business be vacant for long periods of time
Keep the names and phone numbers of your HVAC contractor, plumber, fire department, and building owner easily accessible.
Staying
Prepared
WINTER STORM ACTION PLAN
Survey facilities for damage; if damage has occurred, contact the Liberty Mutual Claims Service Center at 800-259-2184 as soon as possible. Take photographs of the damage.
Do not move seriously injured individuals. If high-rise buildings are in the general area, falling debris may make staying in open areas more dangerous than remaining inside the buildings. Watch out for fallen power lines and broken gas lines.
Step 1: Immediate Actions
Step 2: Recovery Actions
Provide search and rescue personnel with the last known location of any missing victim(s)
Stay away from power lines, buildings, and any objects that might fall
Secure the site and hire a guard service, if necessary
Make sure heating systems and water pipes are working, and close water faucets
Visually check for open bus bars, conductors, and exposed insulators before reenergizing electrical systems
Clear roof drains and debris from roofs
Determine how you will assist individuals who have special needs, such as disabled persons
Clear away the snow and ice from driveways, walkways, and doorways
Look for safety hazards such as live electrical wires, leaking gas, flammable liquids, corrosive/toxic materials, and damage to foundations or underground piping
Repair automatic sprinkler protection and/or water supplies to get fire protection back in service as soon as possible. Use Liberty Mutual Fire Protection Impairment Procedures whenever sprinkler protection and/or water supplies are impaired. Contact Liberty Mutual at 800-541-5224 to report impairments to fire protection systems or for assistance in restoring systems.
Following the storm, assess damage and notify all critical personnel (management, contractors, etc.) of next steps
Restore fire protection systems, if necessary
Control smoking and use Hot Work Permits where applicable. Maintain fire-safe conditions at all times.
Make regular temperature and windchill checks to protect workers from overexposure to the cold
Rotate workers to reduce their individual exposures to cold and to prevent back injuries from shoveling snow
Contact key personnel and notify contractors to start repairs.
■■ Cover broken windows and damaged roof coverings immediately.
■■ Separate damaged goods from materials that can still be used.
■■ If there has been a power failure, check refrigerated items for spoilage. Limit access to freezers and refrigerated areas during
periods of interrupted electrical service to maintain the colder temperatures for as long as possible.
Post-Winter Storm Procedures
No duty or undertaking is intended or assumed by Liberty Mutual Insurance by this publication, as it is informational in purpose.
Insurance underwritten by Liberty Mutual Insurance Co., Boston, MA, or its affiliates or subsidiaries.
Important TermsWinter Storm Watch: Severe winter conditions, such as heavy snow and/or ice, are possible within your area in the next 12 to 36 hours.
Prepare now.
Winter Storm Warning: Severe winter conditions are expected in the next 12-24 hours; 4-6 inches of snow or sleet or ¼ inch or more
of ice is expected. Stay indoors.
Blizzard Warning: Snow and strong winds (gusts up to 35 mph or greater) will combine to produce a blinding snow (near zero visibility),
deep drifts, and life-threatening windchill temperatures; these conditions are expected to occur for three hours or longer.
Seek refuge immediately.
Winter Weather Advisory: Winter weather conditions are expected to cause significant inconveniences and may be hazardous,
especially to motorists. If caution is exercised these conditions should not become life-threatening.
Frost/Freeze Warning: Below-freezing temperatures are expected and may cause damage to plants, crops, or fruit trees.
Equivalent Snow Load Table The table below is a guide that combines live load design (lbs/ft2) and the density (lbs/ft3) of the accumulating snow, ice, or water
to determine when to take corrective action. For example, a roof designed to handle a snow load of 20 lbs/ft2 could possibly
withstand 11.5 inches of heavy wet snow. Therefore, you should remove snow from the roof (if it is safe to do so) when it reaches
