Make sure buildings are ready for cold snaps

As New England braces for a few more months of winter, cold snaps remain a persistent challenge for local leaders responsible for maintaining schools and other municipal buildings.

Even during milder winters, sudden temperature drops can lead to frozen pipes, HVAC malfunctions, and other costly disruptions.

“At some point every winter, often during a long weekend break, there is bound to be a temperature drop where maintenance staff must go into emergency mode as they respond to urgent needs,” said Stephen Batchelder, MIIA’s vice president of claims operations and risk management. “When these storms or weather patterns occur, normal operations are challenged, and everyday heat settings aren’t enough.”

Schools are especially vulnerable, particularly over weekends and holiday breaks, and during times of heavy activity, such as basketball tournaments and other sporting events. Frequent door openings in gyms and atriums can cause indoor temperatures to drop rapidly, putting pipes and sprinkler systems at risk. Unit ventilators (“univents”) in school classrooms are a common source of heating and ventilation disruptions, as they can accumulate debris that prevents them from closing properly, leading to compromised functionality.

Freeze-ups and pipe bursts can turn into costly water damage claims, Batchelder said, with extraction, drying, and mold prevention often making up at least half the cost of remediation.

Winter maintenance checklist

To avoid additional expenses and loss of use, it’s crucial to have a winter maintenance protocol in place that can be deployed quickly, Batchelder said. Planning ahead helps to minimize damage, reduce building closures, and protect infrastructure during inevitable cold snaps. Best practices for maintaining continuity of operations during winter include:

• Inspect and maintain HVAC systems: Get heating systems, including boilers and furnaces, professionally inspected. Replace air filters, test equipment, and clear ventilation points (including univents) to maintain airflow. These steps ensure that systems function optimally, even during off-hours.
• Monitor and insulate pipes: Prevent freeze-ups by insulating pipes in unheated areas such as basements and crawl spaces. Seal cracks that let cold air in, apply heating cables to highrisk pipes, and keep water moving by allowing faucets to drip during extreme cold. Use thermography to check vulnerable areas, such as school gym atriums, and ensure that insulation surrounding pipes and sprinkler systems is adequate.
• Maintain building exteriors: Prevent ice dams by clearing gutters and ensuring that roof drainage systems are free of debris. Inspect seals around windows and doors to block drafts and maintain interior warmth.
• Monitor indoor temperatures: Keep indoor temperatures at or above 65°F, even when a building is unoccupied. During prolonged cold snaps, disable night setbacks to maintain consistent temperatures. Install smart thermostats to help monitor and control temperature remotely.
• Make a backup plan: Test backup generators and stock up on fuel supplies. Place emergency heaters in critical areas like plumbing rooms to maintain warmth during outages.
• Train staff on protocols: Develop a winter preparedness plan and train staff on cold-weather procedures, including draining pipes and addressing HVAC issues. Ensure that snow removal is planned to keep entrances and HVAC intakes clear.
• Share and communicate: As other departments monitor weather forecasts for potential school delays or closures, or the need for roadway salting or plowing, be sure to share details with building maintenance crews so they can prepare and plan as well.

Batchelder said the key to managing adverse weather events and cold snaps is to get ahead of them when they are predicted.

If you’re increasing indoor temperatures in the middle of a cold snap, you’re too late,” Batchelder said. “Get ahead of the forecast and ensure that maintenance staff is well-informed on best practices. This can help prevent freezeups and all the costs and disruption that go with them.”

MIIA members can access the preventative tools, such as thermography cameras and moisture meters, through its Risk Management grant program.

Municipalities can take a number of steps to prevent frozen pipes and other emergencies in their buildings during the frigid winter months.