Timing is everything in a hurricane preparedness plan for business

Another hurricane season is underway, but with the historic increase in frequency, severity and duration of these storms that we are living through, even saying “another hurricane season” can sound like a dangerous understatement. The hard truth is that the challenges associated with hurricanes and other severe windstorms are growing.

But they are not insurmountable.

While the volatility of windstorms means no plan can guarantee prevention of major damage and losses, a properly conceived Emergency Response Plan (ERP) can help lessen impacts and help businesses bounce back from them more quickly. A thorough ERP involves four phases: mitigation, preparedness, response and recovery.

This article is focused on the preparedness phase, which can be broadly broken down into two time frames: 48 hours before the storm hits and 36 hours before the storm hits. And while different types of storms may demand some variances in detail, the hurricane preparedness guidelines for business here can also be applied to typhoons, gales, and severe tropical storms below the hurricane threshold.

48 hours before the storm

Windstorm warning accuracy can vary from region to region, so variable elements need to be considered within your ERP to ensure you have the needed response time, emergency personnel and resources. Recommended actions to take 48 hours before the storm makes landfall can be broken down into five areas:

Flood and storm surge protective measures

If the business property is at risk from flooding and storm surge exposures, it’s vital to do everything you can to reduce water ingress as quickly (though, of course, properly) as possible. These measures should include:

• Checking for potential problems with the building’s roofing, including improper overlaps or loose or damaged roofing system elements.
• If time allows, making any needed repairs to coverings and flashing.
• Ensuring any loose items or debris are removed from the roof.
• Securing equipment doors and coverings.
• Ensuring roof drains and other outside storm drains and catch basins are also clear of leaves, debris and other obstructions.
• Filling tanks and vessels with enough material to secure them against buoyancy forces and help keep them from floating away.
• Removing any accumulated rainwater from storage tank spill containment areas (bunds).

Emergency equipment and supplies

Even with every foreseeable protective measure taken, a major storm can cause significant water ingress and other impacts that demand emergency-level response. In planning for that response, your hurricane safety plan should include:

• Verifying dewatering pumps are in service and working.
• Filling fuel tanks for emergency generators, diesel fire pumps, water heaters and other vital services.
• Confirming non-perishable goods, food, potable water, etc. are in good condition.

Wind protective measures

Even if the building structure itself has been engineered to withstand a major windstorm, the damage wind alone can do during a storm should not be underestimated. This is especially true on construction sites or other locations where freestanding equipment and objects may be common. 48 hours ahead of the storm, be sure to:

• Remove debris from outdoor areas on the site and around it that can become dangerous “missiles” in high winds.
• Remove or secure loose outdoor equipment.
• Ensure yard equipment is not directly placed on the ground and adequate clearance (approximately 1 foot) under the equipment is provided.
• For new construction projects, in addition to removing/securing loose equipment:
  • Secure and protect material storage.
  • Temporarily brace new construction.
  • Secure roofing and items on the roof.

Equipment shutdown

If it’s clear the storm may impact your property, any potentially hazardous equipment (pipelines for natural gas and oxygen, which take several days to shut down, are prime examples) needs to be shut down until it’s safe to resume operations. Two essential steps in doing this are:

• Verifying you have the necessary supplies to safely shut down equipment. 
• Ensuring the pertinent operators are aware of safe shutdown procedures.

Business continuity plan actions

Your business continuity plan should align with all four stages of your overall ERP. Within that plan, these actions specific to the 48-hour pre-storm period should be prioritized:

• Notify suppliers of any impending shutdown, as well as alternative production facilities.
• Inform risk managers and all others within the organization involved with the business continuity plan of actions being taken.
• Maintain contact with suppliers of pipeline-delivered materials.
• Ship out as much stock as possible. Verify all stock is elevated at least 1 foot above finished floor level or store it in a protected area.
• Back up your computer data to a location that will be protected from the windstorm.

36 hours before the storm

With the storm now closer to landfall, immediate actions may need to be taken, falling under the three areas below:

Additional flood and storm surge protective measures

Where the flood and storm surge protective actions taken 48 hours before the storm are focused on keeping loose equipment and debris from becoming a hazard, these measures are more focused on protecting equipment and property from water and wind damage.

• Raise critical equipment above expected inundation level, if known, or at least 1 foot above floor level.
• Move critical equipment from basements and other below-ground areas to secure upper levels of the building.
• Install any manual protection systems (e.g., shutters, plywood covers and flood gates) you have available.
• Set up flood barriers (if necessary) at all ground-floor doors and entrances, especially of operations-critical structures. Seal all openings in the building envelope at ground level.
• Seal buildings under construction to avoid entry of wind-driven rain.

Operations shutdown

Depending on the type of business, some operations may need to continue as long as possible before the threat of the storm is imminent, but the 36-hour pre-storm period is a prudent guideline for ensuring the following steps are taken in time:

• Stop incoming shipments of raw materials that will be exposed to damage.
• Initiate an orderly shutdown of production equipment and systems that rely upon utility power.
• For manufacturing facilities, shut down processes that could be exposed to damage.
• Turn off non-essential electrical systems and fuel and gas services.
• Evacuate non-critical personnel if roads are safe for travel.

Securing potentially windborne materials

With the storm now closer, additional wind-protection tasks need to follow those already completed 48 hours before the storm. These include:

• Removing and securing small equipment (e.g., cable tray covers, roof-mounted ventilation hoods, etc.)
• Removing or securing scaffolding.
• Securing outdoor storage or equipment that cannot be moved.
• Anchoring portable buildings or trailers to the ground.
• Covering critical stock and equipment with well-secured waterproof tarpaulins.

Preparing the needed hurricane procedures for businesses 48 and 36 hours before a major windstorm can be the difference between having a resilient business and one overly vulnerable to storm-related risk exposures.

As mentioned earlier, these actions should be part of a fully developed hurricane Emergency Response Plan.

The information in this publication was compiled from sources believed to be reliable for informational purposes only. All sample policies and procedures herein should serve as a guideline, which you can use to create your own policies and procedures. We trust that you will customize these samples to reflect your own operations and believe that these samples may serve as a helpful platform for this endeavor. Any and all information contained herein is not intended to constitute advice (particularly not legal advice). Accordingly, persons requiring advice should consult independent advisors when developing programs and policies. We do not guarantee the accuracy of this information or any results and further assume no liability in connection with this publication and sample policies and procedures, including any information, methods or safety suggestions contained herein. We undertake no obligation to publicly update or revise any of this information, whether to reflect new information, future developments, events or circumstances or otherwise. Moreover, Zurich reminds you that this cannot be assumed to contain every acceptable safety and compliance procedure or that additional procedures might not be appropriate under the circumstances. The subject matter of this publication is not tied to any specific insurance product nor will adopting these policies and procedures ensure coverage under any insurance policy.