The Old Farmer’s Almanac and the Climate Prediction Center are both forecasting a milder-than-average winter in New England with near-normal snowfall, though forecasters point out that winter weather is notoriously unpredictable.

Before the snow and cold settle in, MIIA’s Risk Management Team is offering a checklist of tasks to help keep municipal facilities and essential services safe and operational through the winter.

Freeze-ups and heating failures

Frozen pipes are one of the most common and costly winter losses, often striking during long weekends, holidays, or school breaks, when staff aren’t on-site. These incidents can easily run into hundreds of thousands of dollars in remediation and repairs.

Use this checklist to reduce risk:

• Before long weekends or school breaks, conduct drainage checks and ensure diagrams are up to date.
• Inspect and maintain heating and fire sprinkler systems before the cold sets in.
• Insulate exposed pipes and drain lines in unheated spaces.
• Use smart sensors to monitor building temperature remotely and alert staff to sudden changes. Heating systems also demand attention.
• Failures in boilers, unit ventilators, or thermostats are a leading cause of freeze-related damage.
• Conduct regular walkthroughs during extreme cold to spot cold zones or malfunctioning units.
• Inspect weatherstripping, close fire doors, and consider thermal imaging to locate hidden heat loss.
• In older buildings or those with varying insulation levels, it’s also wise to confirm that heat is balanced across zones and that thermostats and univents are functioning properly during setbacks.
• Exterior doors and windows should be sealed to prevent cold air infiltration.

Mechanical systems and records

Routine system maintenance is key during cold weather. Security and fire protection systems should also be tested to confirm that alarms, cameras and sprinklers are working properly. Mechanical failures such as malfunctioning pumps, sump systems, or circulators can quickly cascade into costly emergencies.

Facility teams should:

• Test and calibrate HVAC and pump systems. 
• Verify that backup generators and emergency heat sources are operational. 
• Inspect dry sprinkler systems and low-point drains to ensure they’re properly marked and drained.

Strong recordkeeping matters just as much as maintenance. Keeping a centralized log of all inspections, repairs and system tests helps to ensure compliance, track trends, and speed up responses when issues arise. Maintaining detailed inspection logs — including who performed the work, when it was completed, and what corrective actions were taken — helps identify recurring issues and ensures compliance with National Fire Protection Association, Occupational Safety and Health Administration, and local regulations.

Roof loads, snow and ice

Unbalanced snow loads caused by drifting, rain-soaked snow, or compressed insulation can place uneven stress on roof structures, bringing a host of risks from roof collapse to interior water damage. Snow can also block vents, HVAC intakes, and access doors, creating hazards for both air quality and inspection safety. Regular drainage checks and early removal of heavy or saturated snow help reduce these risks.

Facility teams should inspect roofs regularly before and after storms. Look for sagging ceilings, bowed trusses, cracking noises, or doors and windows that suddenly won’t close, all signs that a structure may be overstressed and needs immediate evaluation by a licensed engineer. If sagging ceilings, cracked walls, or sprinkler lines pulling away from the ceiling grid are observed, FEMA advises that the building be evacuated and that an immediate assessment is conducted by a licensed structural engineer.

When snow removal is required, worker safety should be prioritized. OSHA requires fall protection for anyone working 4 feet or more above a lower level. Be sure to use properly maintained lifts and ladders, mark hidden skylights or vents, and ensure that teams take breaks to warm up.

Lightning and power surge protection

Winter lightning (thundersnow) and power surges can also impact critical systems.

Protect them by:

• Installing and maintaining surge protection devices at all service entrances and distribution panels. 
• Ensuring proper grounding and regular inspection of lightning protection systems. 
• Securing sensitive electronics by disconnecting when possible. 
• Using building management systems to monitor power quality and receive alerts.

These measures help reduce the risk of damage and downtime while safeguarding investments in municipal infrastructure.

Safety matters

Regularly scheduled inspections, staff training, pre-winter checklists, and careful documentation reinforce a risk management maintenance culture. Reviewing technical guidance documents or scheduling professional assessments before winter peaks can help identify vulnerabilities early and strengthen facility resilience.

By addressing risks early on and staying attentive as storms roll through, local leaders can reduce costly losses, preserve essential operations, and keep staff, students and residents safe all season long.

For more detailed technical guidance, or to learn about MIIA Rewards credits and Risk Management or Flex Grants, contact your MIIA Risk Manager or visit www.emiia.org.