Spring Maintenance Tips

It looks like winter is finally beginning to fade and spring is arriving. Along with the change in seasons, we need to rearrange our thought process in the loss prevention area to accommodate the new exposures that spring brings with it. Some of the concerns are:

Spring Snow Melts: In areas of the country that have been subject to heavy snow buildup over the winter, we now have to be concerned about warm temperatures and spring rains melting snow accumulations too quickly for the creeks and rivers to handle. Those flood emergency plans that we suggested you set up and review during the winter tips planning sessions, should be dusted off and made ready in case of an emergency. Meet with your emergency team to review and make sure all needed materials are ready.

Roof Inspections: Your roofing systems are never more vulnerable to damage than during the spring season. A thorough inspection should be conducted to insure that roof drains are clear and there are no obvious tears or other roof damage to the covering. Any debris should be cleaned to insure drains remain clear. With just one clogged drain, the  possibility of roof collapse from ponded water increases dramatically. Flashing around the perimeter should be inspected and repairs made to any loose or missing sections. Spring brings with it the season of severe thunderstorms, many times accompanied by high winds. Most roof damage from wind starts along the edges from poorly installed or secured flashing.

Severe Weather Preparation: Review your Emergency Response Plan to ensure that it covers all potentials which could affect your plant. What are your plans during a weather emergency? Do you have a weather radio in a constantly monitored area to listen for alerts issued by the National Weather Service? They are the only agency authorized to issue severe weather warnings such as thunderstorm and tornado watches and warnings. Do your employees know the safest place to take shelter in an emergency, including all new employees? If not, now is the time to make sure everyone is up to date on what to do when severe weather strikes. Also, make sure your Emergency Organization has plans on how to deal with salvage efforts for your machinery and equipment if it is subjected to water from flood or roof problems. Do you have tarps available to cover key electrical equipment and even computer systems in an emergency. Tarps offer very inexpensive protection from the elements and their use can save equipment lossand production downtime.

Fire Hose: Fire hose can be a great asset to use during a fire, whether it's being used in actual fire suppression or in transporting water from point to point. As it is with all equipment, the hose can only be considered safe for personnel to use if it is periodically tested. If your facility has fire hose in service, spring and summer are great times to get out, enjoy the beautiful weather and make sure your hose is in good shape. At the very least, fire hose should be taken down from reels, or out from cabinets and physically inspected for any obvious damage. Matrix Risk Consultants recommends that all hose should be hydrostatically pressure tested at the Service Pressure marked on each section. During the hydro test, the hose, including the couplings, should be closely checked for any leakage and/or coupling separation or movement. Hose passing the test should be carefully dried and re-hung or re-rolled in the opposite direction. Hose failing the test should be replaced with new listed and/or approved lined hose. Of course, safety during this testing is a priority and documentation of testing should be maintained for review by your loss control representative.

Fire System Review: Spring is a good time to step back and take stock of the overall condition of your fire systems, and start the planning process for maintenance and upgrades. Do your outside valves and hydrants need painting? Are the valve numbers still legible? Now is the time to start planning for dry valve and preaction system trip tests. Do sprinkler systems need to be flushed or investigated for sediment buildup or blockage? This is especially critical if they are older and you are not on a public water system. Are your fire pumps, especially diesel driven units, in need of servicing? If there are maintenance type items listed on your last Loss Prevention Survey from Matrix, go through the list and make sure work orders are written or contractors are called . What is the condition of your water storage tanks? Do they need exterior painting or an internal inspection?

REMEMBER, no matter what the season, don't forget that your Matrix  engineer is only a phone call or e-mail away! We are here to serve you and answer any questions you may have. Call us at 937-886-0000 or click here.

Summer Maintenance Tips

It's summer and time to enjoy picnics, pools and vacations. But how about your fire protection systems? Now is the time to look at warm weather maintenance. The following items are best done during warm weather. Remember, if you have questions or run into problems, just call our office at (937) 886-0000 or e-mail matrix@matrixrc.comfor advice!

The annual trip test of any preaction, deluge or dry pipe system is a warm weather operation. Doing this during hot weather gives the systems plenty of time to dry out before winter arrives. If you have questions about these tests, please give us a call. We highly recommend you use the Matrix trip test form to record the results. Just call or e-mail if you need a new supply of forms.

Have your sprinkler valves been fully exercised during the past year? If not, now is the time to fully close, lubricate and reopen valves to the full open position. We suggest counting the turns to close and to open, just to make sure the valve is FULLY open when the test is complete. Better to find out that repairs are needed during a controlled test than when the valve is needed in an emergency.

If you have a diesel fire pump, most problems we find are related to the cooling system. The big culprit... the strainers in the cooling line. Most diesel fire pump engines have at least one strainer, and many also have a built-in strainer in the pressure regulator in the cooling water line. Annually, the units should be taken apart and the screens removed and cleaned. If you use a dirty water source such as a river or pond, this quick maintenance may be necessary even more frequently to keep your engine ready for immediate action. Remember that during a real fire, this pump may be called upon to operate for hours under a heavy load. That is when the value of this small maintenance tip can really pay dividends! Be sure to record this in your Matrix Diesel Fire Pump Operating Log.

Have private hydrants on your fire system? If so, then now is the time to fully open and flush each one for several minutes where possible. Make sure they operate properly and close tightly. After flushing, wait a day or more and drop a weighted line in the hydrant opening to check that the barrel is dry. If you find water, then the unit is not draining properly and will be subject to freezing during the winter. If this is found, the help of your local sprinkler contractor may be needed.

Check this site often for timely tips to help keep your fire systems in tip top shape! Book mark this page or add to your "favorites" list to make access quick and easy.

Fall Seasonal Tips

The hot summer days are behind us and the crisp fall breezes are beginning to creep in. As the seasons change, so do the needs of our fire protection systems. Following is a checklist of tips to help you and your fire systems through this time of year, and help prepare you for the extremes of the coming winter.

Fire Pumps:  

____Is the fire pump house adequately heated to prevent freezing?
____The pressure sensing line is most susceptible. 
____Construction features such as doors, windows and penetrations should be properly sealed.  
____Heaters should be operational and the pump house temperature should be maintained at a minimum of 40^oF for electric pump houses and at a minimum of 70^oF for diesel pump houses. 
____Check to insure adequate combustion air is available through manual or automatic louvers.
____Is all necessary servicing completed? 
____Have antifreeze levels in the cooling system and the operation of block heaters been checked?

Dry Pipe Sprinkler Systems: 
____Are low point drains provided where needed?
____Have all low point drains been identified and condensate blown down?
____Is there a programmed schedule in place to blow down low points regularly during freezing weather?
____Have the air compressor and low air supervisory alarms been calibrated?
____Are the valve houses adequately heated to prevent freezing? 
____The valve trim is most susceptible. 
____Construction features such as doors, windows and penetrations should be properly sealed.  
____Heaters should be operational and the valve house temperature should be maintained at a minimum of 40 
____Are all accelerators and/or exhausters in service?

Antifreeze Filled Sprinkler Systems:
____Is the concentration adequate for the coldest expected temperature? 
____If not, weak solutions should be replaced with the proper antifreeze. 
____Where your sprinkler systems are connected to a public

And don't forget your building.....
____Are there any broken windows or doors that don't close properly, where fire protection water mains or wet pipe sprinkler lines may be exposed to freezing temperatures?
____Has the roof been visually inspected for damage, ponding water, clogged drains or gutters?  Clogged drains or gutters could cause water and/or ice and snow buildup during the coming winter, risking partial roof collapse and further damage to your sprinkler systems and facility.

____Discuss cold weather precautions at plant safety meetings. 
____Insure that your PEO is aware of plans for snow removal for roofs which may accumulate drifted snow, as well as plans to keep all fire protection valves and hydrants cleared and accessible during snow storms.  
____Make sure hydrants are not leaking and drains are working properly so they won't freeze during winter.

We are sure there are other items you could add to the above. If so, make a list and keep it handy for next year.  It can save you time if everything is documented and placed in computerized maintenance or work order systems and programmed to come up automatically.

Check this site often for timely tips to help keep your fire systems in tip-top shape!

Winter Maintenance Tips

The bitter cold, ice and snow are coming, if not already here.  Now is the time to double check to make sure your plant is ready.  This is the harshest season on your fire system and you will need increased vigilance to insure you minimize your exposure to loss and damage.

First of all, just because you live in the sunny southern part of the country, don't think you are immune to the ravages of winter. Better to plan on the worst and be surprised and happy if it does not occur. More winter related problems and losses happen in areas such as Georgia and Mississippi than in Maine. Why? Because they know they will be hit with bad weather and have learned the price of not being prepared is worse than the effort it takes to make the winter loss free. Of course, the unexpected can happen anywhere, and that is where insurance coverage can come to your rescue, no matter where you live. Now for the specifics!

If you did not have a chance to review our FALL TIPS section, please go back and review that area. Those were things to do to get ready for winter, but they are still good things to keep in mind as the winter progresses!

Bitterly cold temperatures can wreak havoc on your facility in many ways. Plan a review of all your heating systems and make sure they remain in good repair. For fuel fired boilers and gas or oil fired unit heaters, a quick visual inspection for obvious problems can be invaluable. A check of fuel burner combustion safeguards to see that they continue to function properly can pay dividends. If you do have problems, make sure you have lined up a local contractor with the appropriate repair parts for your systems. Also, it is a good idea to plan for temporary heating arrangements before they become necessary.

For those of you who have plants or office buildings where you can set the intrusion alarm system and leave the facility unattended for the weekend or holiday, make sure that you have low building temperature supervision. If not, arrange for someone to drop by and physically make a walk through every day. During bitterly cold weather, gas pressures have been known to drop low enough that heating systems shut down on low gas pressure! Without low temperature alarms or a physical check of the building, significant damage can and has occurred in the past. Sprinkler systems have frozen and burst, along with potable water systems including restrooms and piping systems. Damage and downtime can be very significant. Computers and files can be ruined, carpet, drywall, wall coverings and suspended ceilings destroyed. Not a pretty sight, but one which can be prevented with a few precautions!

Take special care to monitor your wet pipe sprinkler systems to insure adequate heat is provided. Look out for broken windows or dock doors left open for extended periods of time which can freeze a small sprinkler line. For those of you with dry pipe systems, this is the time of year for extra care. Make sure that condensate is drained out regularly from low point drains. This is more critical when the temperatures are fluctuating significantly from daytime highs above freezing to nighttime lows well below. That is the perfect time for condensate to form. Draining the low points daily is not unusual if you want to keep the system in good shape. If a dry system has tripped, make sure the low points are drained each shift until the water held in the system by capillary action is slowly released and purged. Many plants have heat traced or insulated low point drains to further reduce problems.

If you do have a problem with a sprinkler system and have to take it out of service, this is the time you are most vulnerable to loss from fire. Make every effort to have repairs initiated immediately Now is not the time to count pennies. Pay the overtime if necessary to insure repairs continue without interruption until complete. The overtime charges may be a small price to pay compared to the loss of your plant. This is also a time when having a good working relationship with a qualified sprinkler contractor is most important. If you are having problems, rest assured others are as well. If arrangements or prior relationship with a contractor have not been established, your facility will most likely be at the "bottom of the list". Remember, not only are your sprinklers out of service, but your waterflow alarm for that area is now also out. Make sure you have a continuous fire watch in the area, and where possible, lay out a hose so it can be quickly accessed if needed. Don't forget to notify your fire department. They expect a sprinklered plant. Their plan of attack varies significantly when the sprinklers are impaired! Make sure you call Matrix (937-886-0000 or 888-4-IMPAIR in the US only) to report the impairment as soon as possible. We will review any needed precautions to insure the risk to your facility is minimized.

Check fire pumps and run them weekly. During periods of bitter cold, a daily check to insure pump house temperatures are adequate is suggested. Matrix recommends at least 70°F for diesel pump rooms, and a minimum of 40°F for electric pump rooms. Take special note of the location of the small ½ inch sensor lines which connect to the pressure switch in your pump controller. If they run along side an exterior wall or near a window or door, make sure the line does not freeze. If it does, your plant could burn to the ground and the pump controller never sense a low pressure condition. If you have a concern, insulate the line. Make sure your weekly test starts are done by reducing pressure in this sensor line. Make sure the diesel fuel tank is full, and request that "winter blend" fuels not be used. They provide significantly less power than straight diesel fuel and rob your system of it's peak performance! Reserve the "winter blend " for autos and outside equipment only.  If you have a diesel fire pump, insure the engine block heater is on and functioning properly.  Also, make sure the engine has plenty of combustion air through automatic louvers or other ventilation systems.

As the snow begins to deepen, make sure your fire hydrants and sprinkler control valves, as well as the fire department pumper connection are accessible. This is critical in an emergency. A few extra minutes trying to find and dig out a sprinkler shutoff valve can mean hundreds of thousands of dollars in unnecessary water damage following a small fire or sprinkler line break.

Speaking of snow, the weight of drifted snow continues to cause roof collapses across the country. This is especially critical where you have multi-level roofs. Snow can be blown across the higher roof onto the lower roof just below the juncture of the two areas. If not properly designed for this loading, tremendous stresses are added to the lower level roof. The best advise is to monitor the snow accumulations and have them manually removed when they exceed reasonable limits. Unfortunately, too many older building codes ignored this loading. Most codes have now changed to include this load, but if you have older buildings, you may still be susceptible. If you are not sure, discuss this with your Matrix engineer when they are at the plant, or give us a call. As with some of the other winter problems, many of the losses actually occur in areas where snow is less frequent. The heavy, wet spring snows are a common culprit, especially in the southeastern US.

If you are located near a river or even a creek, you may be susceptible to flooding. If your facility has been identified as a possible target of flooding, now is a good time to take out and review your flood emergency plan. If you don't have one, now is a good time to develop one. Items such as sand bags and the raw materials to make them, a plan to monitor water levels as they rise, along with appropriate action steps are a must to minimize damage. Can critical motors be quickly disconnected and raised above expected water levels? Are tanks and other materials properly secured, or will they float away? Do you have agreements with motor repair shops nearby, but out of the flood zone? If you need help, again, a phone call to Matrix can help you get your plan set up before a need arises. Most floods occur after a winter of heavy snow, followed by warm spring rains. That combination can quickly turn that lazy river down the block into a dangerous swirling torrent of damaging flood waters. With the constant changing of the local topography due to paving and expansion, etc., surprising floods are becoming more and more frequent. Although flooding is mainly a spring and summer problem, now is the time to prepare!

We are sure there are other items you can add to the above. If so, make a list and keep it handy for next year. Also, please share your thoughts and suggestions with us. Give us a call at 937-886-0000.

Thanks and enjoy the winter safely!