Dear Expert

Planning for Disaster

Preparing for severe weather events has become critical. Insurance specialist TIM EHRHART provides advice on how to minimize potential damage.

Dear Expert, June marks the start of hurricane season. And in general, severe weather events seem to be on the uptick. How can we better prepare for them? Gearing Up in Greensboro, NC

Dear Greensboro,

You’re right to be concerned. Weather patterns appear to be shifting, leading to even larger losses from hurricanes, rain, hail, snow and flood events. Extreme weather can disrupt news operations at a time when the public may be most dependent on them.

When severe storms strike, they often bring heavy rains, flash floods and hail – and in colder climates, snow and ice. Water may leak through roofs or windows, or seep into basements and low-level floors, causing significant damage. Power loss may occur, sometimes for extended periods. Snow can pile up on roofs, causing them to collapse. Ice can build up on communication and cable transmission lines, bringing them down and causing service interruptions.

Media news outlets play a special role in the community and are expected to stay on the air to keep the public informed. Radio becomes extremely important as many people turn to battery-powered radios for information when the power is out.

It’s important to be prepared for such emergencies with a business continuity plan that addresses the maintenance and testing of equipment and other critical systems. It should include strategies for keeping the power on and plans to accommodate employees who will be needed to keep the news operation running. Business continuity plans need to be tested on a regular basis. Contact information should be verified for

accuracy, and to make sure that key employees are still on staff.

PROTECTING PROPERTY

During Super Storm Sandy, the power was out in the New York and New Jersey area for days, and flooding at transmitter sites forced several AM stations off the air. Here are some ways to help minimize the impact of similar situations involving water damage: ■ Inspect the property to make sure water cannot accumulate in areas where it does not belong. Consider bringing in a landscape or engineering firm to improve drainage and re-grade the property to direct water flow away from critical areas. ■ Avoid placing critical equipment in basements or on ground-level floors where it would be more vulnerable. If that’s not possible, you might install a raised floor to protect equipment from possible water intrusion. ■ Consider installing a water-intrusion detection system. It is important to detect flooding immediately, contain the leak and clean it up quickly to minimize damage. ■ Regular preventive maintenance should include testing sprinkler systems, HVAC (heating, ventilation and air conditioning) systems, drains and sump pumps. For sprinkler systems, conduct regularly required tests Do you have a professional puzzle that MFM and BCCA experts might be able to answer? We’ll mine the contact base and find per the National Fire Protection Association’s NFPA 25 standard. the right person to answer your question. ■ Properly maintain HVAC systems. Just contact TFM editor Janet Stilson at TFMeditor@mediafinance.org. Broadcast equipment often runs hot, and

Plan for the needs of employees who could be stranded at the office. Make sure food and water are available and bathrooms are working.

HVAC systems are needed to keep equipment within the optimal temperature range. They can also pull humidity out of the air, so condensate drain lines need to be clear and properly plumbed to avoid water accumulation around equipment.

OTHER CONSIDERATIONS

During a severe storm, employees will be needed to keep operations running and to respond to the crisis. Employees who are already at the office may not be able to leave, and employees who are scheduled to work over the following days may not be able to get in.

Plan for the needs of employees who could be stranded at the office. Make sure food and water are available and bathrooms are working. Companies may want to identify an area for cots where staff can sleep.

It’s also important to develop clean-up plans. After a destructive storm, it may be days before a professional disaster recovery team can get to your facility. Keeping wet/ dry vacuums on hand can help troubleshoot that. Spill containment tools and sandbags may be useful for keeping water out of critical areas and equipment safe.

Working with an insurer that understands the risks is also key. By troubleshooting severe weather events, media companies can help reduce the risk of a loss and be better prepared to serve the community in a time of crisis.

This document is advisory in nature and is offered as a resource to be used together with your professional insurance advisors in maintaining a loss prevention program. It is an overview only and is not intended as a substitute for consultation with your insurance broker, or for legal, engineering or other professional advice.

Tim Ehrhart is senior vice president, industry practices at the global insurer Chubb. He can be reached at tehrhart@chubb.com.