A Seasonal Refresher for All Operations & Maintenance Teams
Even if you aren’t located in a snow belt region, the onset of winter is an optimal time to revisit checklists and protocols and stay on top of preventative maintenance. Although a successful plan is always tailored to the unique and evolving needs of the specific facility, there are a number of key categories that every plan should consider.
Here are some of the top priorities for winter planning:
Prioritizing personal safety. Review and update policies and procedures to reflect best practices and any changes to facility equipment or usage. Hold refresher sessions, post reminders, and share the detailed plans with customers’ staff and outside contractors who might cross your path. Before the start of the season, assess and order personal gear – including footwear and outerwear – appropriate to meet potential hazards for the region. Work in teams when facing any risks, and be aware of the presence of others working in the vicinity such as seasonal contractors, emergency responders, or municipal services workers.
Walking the roof. Routine inspection procedures should include a rooftop inspection, conducted in pairs and adhering to established safety guidelines developed for that specific property. Your rooftop checklist should include clearing the drains of debris, checking weather-exposed equipment that might need priming/painting or other protection from rust and deterioration, sweeping the roof for any left-behind maintenance or repair refuse or unanchored equipment, pallets or supplies, looking for damaged insulation, repairing defects on walk pads, inspecting the flashing, and noting and reporting potential issues with the roof material itself.
Taking freeze protection measures. If you are in an area that endures sustained low temperatures or there’s any chance you could face an uncharacteristically cold spell, pipes, sprinkler systems and any water-containing equipment will require a detailed plan for advance preparation and ongoing protection from equipment freezing. A comprehensive plan will rely on some combination of draining, self-regulated heat tape, electric heat tracing cables and insulation wrapped around pipes, valves, and fittings. If your HVAC system uses antifreeze, or ethylene glycol, you must test the glycol levels to ensure they remain effective. Ethylene glycol can also be used to flush lines that have been drained to ensure no residual moisture remains. Hoses should be removed from drained pipes and stored for the season.
Sprinkler systems require added measures beyond routine preparedness to ensure the lines and water sources don’t freeze. If a system is activated under any circumstances, you must attend to the entire system and make sure the “dry” sections are completely drained of water and cleared of condensation. Ongoing inspections are essential and must be thoroughly repeated any time the system is triggered.
Managing irrigation systems. Purge, drain and disconnect irrigation systems, paying close attention to the manufacturers’ instructions. If these systems were installed by an outside, unaffiliated service provider, it is imperative that you research the recommended processes for a seasonal shutdown. After emptying the system, you will need to lock or tag the valves with a warning to ensure they are not inadvertently accessed.
Accounting for emergency power. While emergency power sources are a priority year-round, the colder months can bring increased demand along with the potential for weather events. Important steps include performing regular generator maintenance, changing fuel filters, examining oil separators, inspecting battery condition, confirming proper batter voltage and minimum amperage, checking engine black temperatures, checking oil and coolant levels, assessing outside air supply, and checking water sensors.
Inspecting snow removal equipment. If your facility is located in a region prone to snow, you will need to check the physical condition of all equipment well before the first snow of the season. That includes snow blowers, snow brooms, and small tractors and plows. Ensure adequate backup gasoline supply – but don’t over order. Too much stock is difficult to store safely. Establish the correct balance of snow melt/salt/sand supplies and ensure walkup mats are properly deployed in mint condition.
Neither rain, nor snow, nor sleet, nor hail shall keep you from doing your job to keep your facilities safe. Inclement weather conditions will demand that you double up on the routine rounds for inspecting your facilities. If you are looking to assess your needs or shore up your plans, the experts at UG2 are always happy to discuss further.