Editor's note: Bob Khosropur is senior vicepresident of Mariposa Insurance Services

The polar vortex is an anomalous weather event that can be asdevastating as more common natural catastrophes. The Insurance Services Office (ISO) isassigning catastrophe numbers to these events, and the eventsthemselves are causing billions of dollars in commercial propertydamage. Even if we don't give the cold a name or a number,cold snaps can bring businesses to their knees.

This year has started out with some exceptionally cold weather,especially in southern states which are not accustomed to prolongedwinter weather conditions. The concept of “reasonable care”included in many insurance policies to prevent damage from coldweather has traditionally been interpreted differently in, forexample, Florida versus Minnesota. But this year's extremeconditions are making the meaning have a more equal definition forthe whole mainland.

Commercial property comes in many sizes and shapes, with onecommon feature: they exist to turn a profit. When the propertycannot fully function due to a loss, the cares of repair anddowntime begin to become the owners'/managers' new job.

Commercial property ranges from large offices or manufacturingfacilities to small duplex rental properties. Whatever the type orsize, some of the most commonly experienced damagefrom severe and sustained cold, snow and ice arises from:

• Freezing and bursting pipes, resulting in water damage toproperty, records, etc.
• Frozen sprinkler pipes, which can flood rooms and malfunctionduring a fire
• Inaccessible fire hydrants
• Water or temperature change damaging contents andinventory
• Collapse or partial collapse of roofs due to the weight of snowor ice
• Wind damage to roofs and buildings from fallen trees,branches or flying debris
• Ice damming, which can cause interior water damage
• Loss of revenue (business interruption)
• Injury to guests and employees.

A little preventative action can save your commercial propertyclients much time and money.

Click on the following page for a checklist of useful tipsto share with your clients to help prevent problems related toharsh winter weather.

• Maintain heat to no less than45 degrees Fahrenheit throughoutunoccupied facilities, including attics and basements. Settingthermometers in various rooms will give you an idea of problemareas which may require additional heat or insulation.
• Ensure adequate fuel for your heating system(oil, gas, electric power, backup).
• Sign up for inexpensive systems that alert you via textmessaging when the building's temperature has droppedbelow a set value. This can help you take immediate action toprotect the property, e.g. repair a breach in the building, utilizeemergency generators, etc.
• Conduct an annual fall inspection of the shell of your buildingto ensure there are no gaps letting in theweather.

• Understand how your sprinkler system works andtake precautions to drain it, if applicable (dry-pipe style). Forwet-pipe systems, ensure that the room heat is adequate, or useheat tape to ensure their warmth.
• Drain the water from all systems and equipmentthat is not needed in the winter, such as air conditioningunits.
• Inspect your roof every year before winter andensure that it is well sealed, and sheds/drains waterproperly; gutter and downspout maintenance is a must.
• Remove any branches or trees that can comeinto contact with the building when heavily laden with ice andsnow. Consider having experts remove heavy snowaccumulation from your roof(s) as needed to reducethe chance of collapse.

In the event of a loss:

• Contact your agent as soon as possible andexplain any emergency action you have taken, or need to take toprevent further damage to the property. They can assist withtheir knowledge of emergency mitigation vendors.
• Learn how your deductible works early on inthe process, especially if you have multiple properties under asingle policy.
• Be thorough with the adjuster in showing all thedamage and provide documents pertaining to anybusiness interruption claim you may make.
• Keep all receipts and invoices for anyemergency or temporary repairs made, and provide this informationto the adjuster. Keep records of work you or your staff havedone to protect the property from further damage.
• Understand that a “Reservation of Rights,” “Non-WaiverAgreement” and ”Proof of Loss” are legaldocuments issued by your carrier, which are necessaryto protect your rights and benefits every bit as much as theyprotect the carrier's.