11/12/2025
Public Entity Risk Control News:
Winter Weather Safety: Preventing Pipe Freezing, Space Heater Safety, Electrical System Maintenance, and Snow Plow Driver Wellness
Trident Public Risk Solutions wants to make sure you’re prepared for the cold weather season that’s starting. Whether that’s using space heaters in cold areas, maintaining your electrical system, staying on top of your snow driver’s wellness, or preventing pipe freezing in your public entity buildings, Trident has resources for you to stay safe during winter weather!
Space Heater Safety
Costly Pipe Freeze Ups Can Be Prevented
When Was Your Electrical System Last Maintained?
Snowplow Driver Fatigue
OSS Law Enforcement Advisors® Services
Space Heater Safety
‘Tis the season for the dreaded space heaters to start popping up around the office! The bane of the safety and risk manager’s existence during the colder weather season. Here is some information that may help:
OSHA guidelines for temporary heaters in offices emphasize safety and require proper ventilation, a clear space around the unit, a level surface, and a fire extinguisher readily available. Heaters must be approved for their intended use, have safety features such as automatic shut-off, and be placed at least 3 feet from combustibles, such as paper, furniture, and curtains. They must have safety features such as a tip-over switch and a built-in thermostat that prevents overheating.
Employees should seek their supervisor’s approval and have the equipment inspected before placing a personal heater in the office. The employee should be provided with a list of office heater safety rules and sign an agreement to comply with them. If the employee repeatedly disregards the office heater safety rules, the employee may be required to remove the equipment from the premises.
If a heater is found to trip off circuit breakers, then it should not be used. It may be necessary to install a new electrical outlet and a dedicated breaker on the electric panel.
Liquid-fuel heaters like kerosene, gas, or propane should not be operated indoors.
To be OSHA-compliant (29 CFR 1910), temporary heaters must be approved by a Nationally Recognized Testing Laboratory (NRTL), such as Underwriters Laboratories (UL) or Electrical Testing Laboratories (ETL). Either one is acceptable.
Regularly testing carbon monoxide and smoke detectors in areas where office heaters are used is also important, as is having properly wall-mounted fire extinguishers, which should be checked monthly, maintained annually, and documented.
Inspections of office heaters should be conducted at least weekly. This is because more may appear, they may be moved or placed incorrectly, and other issues may arise. Inspections should include testing the tip-over switches. Heaters that fail the inspection should be removed from the workplace and discarded. Keep a log of inspection dates and results.
Ensure that a formal policy is in place to help reduce workplace injuries or fires. Send reminder emails to staff of this policy at the beginning of the cold weather seasons and periodically throughout the season.
Costly Pipe Freeze Ups Can Be Prevented!
Public Entity Buildings’ pipe freeze-ups can quickly turn into a nightmare for facilities managers, causing extensive water damage and costly repairs. As temperatures drop, the risk of pipes freezing and bursting increases, making winter weather prevention crucial.
When water freezes, it expands, putting significant pressure on the pipes that contain it. It is this pressure that causes pipes to burst, leading to water damage and flooding. The danger actually occurs when the frozen water begins to thaw. As the pipe thaws, the full pressure behind it is released, causing it to crack and leading to an uncontrolled water release that results in significant damage to walls, floors, ceilings, furniture, etc.
Most pipe freeze-ups occur at night, during long weekends, or, in schools, during school vacation weeks when buildings are not occupied. We recommend installing low-temperature alarms that notify facilities personnel when temperatures drop below 40 degrees. This should allow facilities folks to visit the location to ensure the heating system is functioning correctly and to address any deficiencies. If low-temperature alarms are not in the budget, we recommend periodic checks of buildings when they are closed for extended periods (like cold weekends and winter vacation closures). Vents should be kept clear of stored materials to allow proper heat flow.
When buildings are not in use, the heat should be set at 60 degrees. Turning off the heat to save money can result in a minor disaster that will eventually cost much more to repair and require more resources to provide alternative housing arrangements.
It is not only the plumbing and heating lines that are of concern, but also sprinkler lines. Wet systems in uninsulated areas will eventually freeze, so it is essential to address these issues before cold snaps. Improved insulation and/or the installation of a dry system are the best ways to deal with sprinkler lines in these areas.
Preventing frozen and burst pipes requires proactive measures and vigilance during cold weather. By implementing strategies to reduce exposure to freezing temperatures, buildings can be protected from potential water damage and costly repairs. Remember, the key is to keep pipes warm and insulated, and, when necessary, allow a slight water flow to prevent freezing.
For more information on preventing pipe freezing, download our Pipe Freeze Prevention Guide.
When Was Your Electrical System Last Maintained?
When Was Your Electrical System Last Maintained? Unless you are fortunate enough to have an electrician on staff, the answer is typically never. Roofs, boilers, sprinkler systems, fire alarms, appliances, and generators typically receive preventive maintenance throughout the year, but electrical system maintenance is often an overlooked component of a facility’s maintenance program.
The interior electrical system of your building typically consists of a central service panel and sub-panels, circuit breakers, and wiring that carries electricity to the various lights, outlets, and control switches. The lifespan of the system varies depending on age, load, temperature, type, and manufacturer. Pests such as rodents, squirrels, and birds have also been known to cause damage. Generally speaking, most panels have a typical lifespan range of 25-40 years. Wiring typically lasts about 40-50 years. Switches and outlets have a much shorter lifespan, depending on use.
Overloading and overheating contribute to wear and tear on your system, increasing the risk of electrical fires. Our technological demands over the past 20 years have increased dramatically, and older electrical systems were not designed to handle the load. Additionally, older buildings typically have fewer outlets, which may result in overuse of extension cords and power strips. Some older systems may also lack grounding prongs in outlets or ground-fault circuit interrupters (GFCIs).
In addition to technology, the system is also burdened by new equipment and appliances such as heat pumps, air conditioners, refrigerators, space heaters, and security cameras. Keep in mind that even if you had an electrician install a new subpanel for a new piece of equipment, the electrician may not have inspected your entire electrical system during the installation. Manufacturer recalls are another concern to be aware of, as many appliances, panels, and breakers have been recalled and pose a fire hazard if left unaddressed.
Signs of an overloaded system can include frequent trips of the circuit breakers, flickering lights, hot electrical panels/light switches/outlets, and sometimes physical evidence of sparking from overheating.
Ultimately, the investment in periodic full-system electrical maintenance service by a qualified electrician not only significantly reduces the risk of fire but can save on energy costs, extend the lifespan of your electrical system, and prevent damage caused by power surges to computers and appliances. The electrician should inspect all breakers/wiring/lighting, clean dust from the equipment, replace any recalled components, and make upgrades as needed to keep your system safe.
For older buildings, we recommend using an electrician who is qualified to conduct thermal scans of systems. If you decide to use thermographic scans to assess your system, please note that not all electricians are thermographers and not all thermographers are electricians. Having properly functioning electrical systems is essential in ensuring your ability to operate efficiently. Consider having yours inspected and developing a routine maintenance plan.
Snowplow Driver Fatigue
Remarkably, little data is collected regarding the causes of snowplow accidents. However, according to the Federal Highway Administration, snow road conditions contribute to approximately 1,300 deaths per year. The AAA Foundation for Traffic Safety found that between 2017 and 2021, drowsy drivers accounted for over 29,000 deaths. Combine these two risk factors with a large hunk of metal, and you end up in a very threatening situation.
While one cannot control the weather, one can control the conditions that lead to fatigue. Fatigue is more than lack of sleep. Fatigue can result from factors beyond lack of sleep, such as stress/anxiety, medical conditions, and lifestyle factors.
Having a plan and the proper policies and procedures is key to addressing fatigue and the accidents it may cause. Monitoring drivers and identifying the signs of fatigue are critical aspects of the job for any supervisor overseeing snow and ice removal operations. Frequently check in with drivers to assess their mental conditions. Do this both over the radio and in person.
For drivers, limit shifts to no more than 14 hours. Take frequent breaks every few hours to get out of the vehicle and stretch. A nap of 15 to 30 minutes can work wonders on mental health. Make sure the vehicle is comfortable and well-ventilated, and stay hydrated. Most importantly, do not be afraid to alert your supervisor if you feel tired.
The operation of snowplows by fatigued operators can be greatly reduced, if not eliminated, by implementing a snow and ice removal plan that incorporates elements such as shift time limits, in-person driver monitoring, and breaks/rest areas. As winter rapidly approaches, take a look at your plan for the season. Does it address fatigued operators? If not, consider revising it to include these key elements. Preventing a single drowsy-driving accident will make it well worth it.
Resources
- https://ops.fhwa.dot.gov/weather/weather_events/snow_ice.htm
- https://aaafoundation.org/drowsy-driving-in-fatal-crashes-united-states-2017-2021/
OSS Law Enforcement Advisors® Services
Did you know that Trident Public Risk Solutions provides complimentary sets of OSS Law Enforcement Advisors® Model Law Enforcement and Jail Standard Operating Procedures to law enforcement agencies insured through the Trident Public Risk Program?
In business since 1972, based in Texas, OSS Law Enforcement Advisors® [OSS] is an agency that provides expert witness work, policy development, training, and law enforcement consulting. They provide a variety of services to Trident, including championing Scott v. Harris before the Supreme Court on our behalf.
They provide law enforcement agencies in the Trident program with complementary model sets of law enforcement and jail SOPs. OSS’ SOPs are also used as the State standard for over 15 states and for thousands of entities in other states. If you are a Trident client, each set is complimentary. Compare that with the cost of policy development, which could reach several thousand dollars.
The model SOPs are delivered via a secure download link. Law enforcement agencies can request copies from their Trident Risk Control Consultant or by reaching out to our Risk Control Manager through Trident’s Ask the Risk Control Manager.
The OSS model SOPs can be used in a variety of ways:
- As a resource
- To replace a single policy
- To replace a whole set
OSS can also work with you on your SOPs, providing limited complimentary support for entities that are part of the Trident Public Risk program. Be sure to take advantage of the opportunity to obtain your complimentary set(s)!
Need Fire Department Standard Operating Guides? Trident can help with that, too! Requests for the guides should be made via the Trident’s Ask the Risk Control Manager.
Want even more resources? Check out Trident’s full selection of resources for your public entity here.
