The impacts of the damage done by Hurricanes Milton and Helene have severely challenged facilities managers (FMs) with building recovery efforts.
That’s why Facilities Management Advisor has created this short guide for helping FMs deal with the very first steps you should take to get your facilities accessible again after a hurricane.
These first steps address the safety aspects and damage assessment that must be considered before you start work in the building. This vital part of your recovery plan is to ensure the safety of FMs.
Ensure Safety and Conduct Damage Assessment
1. Electrical Safety Issues
After a hurricane hits, call the power company regarding these electrical safety issues and do not attempt to solve them yourself. Hazards associated with electricity and resolutions include:
- Electrical system damage: Do you have electrical system damage on your property like sparks, broken wires, or the smell of burning insulation? If you smell smoke or see a fire, this is an emergency, and you should contact your local fire department.
- Shut off electricity: To prevent damage to electrical equipment from power surges or short circuits, attempt to reach the circuit breaker, which should be in a utility room or basement. If it can be reached without stepping in water, identify the main breaker switch and turn it off. However, do not touch electrical equipment while standing in water. Call a professional electrician to safely shut off power.
- Repair or replace: Based on recommendations from the National Fire Protection Association (NFPA), if you have damage to your electrical system, obtain expert advice to determine whether electrical equipment should be repaired or replaced by talking to qualified repair contractors. Find out whether an authority having jurisdiction for the area would allow such a repair, and the cost to repair or replace the equipment. Also, ask if this item is still being manufactured, if the manufacturer is still in business, and whether your budget covers a repair or a replacement.
2. Back-Up Power Safety
If you don’t have power restored yet, FMs may decide to use a backup generator to supply lighting and power critical resources like refrigeration and medical equipment.
However, there are hazards associated with generators that you need to consider first, according to the Occupational Safety and Health Administration (OSHA), which include:
- Electrocution from improper use of power or accidentally energizing other electrical systems: Be sure not to attach generators directly to the building electrical system unless a licensed electrician installed it with a transfer switch to prevent a risk of electrocution for utility workers working on nearby power lines.
- Carbon monoxide (CO) from the exhaust of a generator: Do not use generators inside facilities. They should have 3 to 4 feet of clear space on all sides to ensure there is proper ventilation.
- Fires from improper refueling of a generator or improper storage of generator fuel: Shut down generators before refueling and allow them to cool off. Safely store fuels in approved containers and be careful they don’t spill on hot engine parts. Be sure to keep fuel containers away from flames and heat-generating devices like water heaters, cigarettes, lighters, and matches.
- Noise and vibration hazards: Keep portable generators far from work areas. If this is not feasible, wear hearing protection. This is necessary because excessive noise and vibration could cause hearing loss and fatigue affecting job performance.
3. Dangers of Flooding
Use caution when dealing with flooded waters because, according to OSHA, there could be bacteria and other infectious organisms from sewage in the water, mold and fungi in the air, and toxic substances in flooded industrial and waste sites.
FMs should assume floodwater is contaminated unless it is proven otherwise. As a result, only trained workers with proper personal protective equipment (PPE) should be cleaning up mold, toxic chemicals, and hazardous waste.
Based on advice from OSHA, PPE includes:
- Waterproof boots
- Latex or rubber gloves
- Protective clothing
- Goggles
- Particulate Respirator Type N-95 National Institute for Occupational Safety and Health (NIOSH)-approved when working with mold-contaminated materials.
Water-damaged and visible contaminated materials should be discarded.
4. Remove Fallen Trees and Debris
FMs should remove debris such as building rubble, soil, green waste (like trees and shrubs), and charred wood.
Determine what trees need to be removed and which ones can be recovered. Use caution if working near electricity and follow proper safety procedures. To learn more, check out “Restoring Trees After a Hurricane” from the University of Florida Institute of Food and Agricultural Sciences (IFAS).
Check with your local government on specific guidelines for removing materials from your property. The Environmental Protection Agency also has basic guidelines for removing debris, as does the Federal Emergency Management Agency (FEMA).
Time to Clean Up
Once you have addressed all physical safety concerns, then it’s time to start the clean-up. If you have had water damage, the most important step is to prevent mold.
Mold can happen quickly after a hurricane so adequate clean-up is important.
Here are recommended steps from the University of Minnesota Extension:
- Remove standing water: Use buckets or pumps, then vacuum with a wet-dry shop vacuum cleaner.
- Remove soaked and contaminated materials: Put these in plastic garbage bags, take them outside, tag, and discard them if contaminated with sewer water. Throw away carpeting, furniture, and other textiles if they are damaged.
- Shovel out mud: Shovel out mud before it dries and use a hose, if needed.
- Clean and dry walls: Clean them fast but thoroughly and safely. Be sure to remove interior wall finishes, and wall insulation, and then remove mud and water quickly before cleaning and disinfecting.
- Scrub floors and woodwork: Be sure to do this within 48 hours of flooding. Use hot water, an ammonia-free detergent, and a disinfectant to remove mud from corners. Consider using a tri-sodium phosphate to clean and scrub floors and disinfect with a ½ cup of chlorine bleach to one gallon of water.
- Dry surfaces: Prevent biological contamination by ensuring that materials are dried with heat and air within 24–48 hours.
Additional First Steps
Alongside ensuring that all safety hazards have been addressed, FMs must document and photograph all damages for insurance purposes.
Based on advice from FEMA, the specific steps you should follow include:
- Call your insurance company: File claims and have an adjuster visit your facility as soon as possible. The deadline to file claims is usually 60 days from the date of loss. Find out specifics including coverage limits, deductibles, and exclusions.
- Take photos and videos: Do it from all angles and upload them to your claim to show all damages. Consider using a drone to get video footage of your loss.
- Protect your facility from further damage: Understand what might not be covered in a claim. For example, consider using a tarp to temporarily cover a roof leak before the roof can be replaced as damage caused after the storm might not be covered.
- Track expenses: Be sure to track all expenses for temporary fixes to damage and save and submit receipts to your insurance company.
- Save damaged items: Wait until the adjuster has visited the facility before throwing away items.
- Show the adjuster all damages: Ensure the adjuster documents these damages during their visit before they write their final reports.
- Resolving disagreements and accuracy: Hire a public adjuster (after determining what their fees are) for a second opinion who can then lead negotiations with the insurance company.
- Deadlines: Be aware that there are deadlines to accept payment offers or file appeals with the insurance company. There are also deadlines for updating or reopening claims.
- Attorneys: Consider seeking legal counsel if you are not able to work with your insurance company, but this should be a last resort option.
- Funding: FEMA and the Small Business Administration (SBA) often offer grants or loans to fund hurricane damages.
Conclusion
During the aftermath of a hurricane, FMs should take proper precautions to eliminate immediate dangers to themselves, work closely with insurance, and get the water out of their buildings as first steps to a facility recovery process.