Preparing Your Building for the Summer Months

Summer signals the start of a change in the weather that affects facilities managers across the country. In the nearby Houston community of Pearland, Texas, Stacy Colvin, a member of the International Facility Management Association (IFMA), prepares his buildings for what he calls “extreme weather season.”

“Here on the Gulf coast, the summer is worse due to the extreme heat, hurricanes and rainy seasons,” Colvin says. “So there are many variances during this time for maintenance, storm preparation and awareness.”

How can facilities managers make sure their buildings don’t succumb to summer’s strenuous weather spell? A lot of foresight and solid maintenance practices help the cause, says Kelvin King, director of market development for Centennial Contractors in Vienna, Va.

“The number-one thing to remember is pre-planning,” King says. “Once you have an idea what the improvement plans and maintenance schedules are, start early to ensure the availability of quality contractors and parts for your repair needs or whatever your scheduled planned demand might be.”

King recommends procuring an “on call” contractor to be available throughout the year for ongoing maintenance and repair needs.

Exterior check list
Much of that demand starts with the exterior of a building. Colvin, along with Kevin Nordmeyer, AIA, LEED AP, director of the Iowa Energy Center, suggests that facilities managers start their maintenance routine on the outside of a building and work their way in. Some key areas of interest include:

• A storm water management plan: Summer rains can translate into summer floods if a building’s storm water management plan is not up to par. “Look at where the water is collecting on site or see if the grading has settled so that water is now running toward the building,” Nordmeyer says. “The most important point to remember is to make sure it does not collect against the building. Site water should run away from the building.”
• Green scenes: As part of a long-term investment, Nordmeyer recommends that facilities managers plant trees on the perimeter of a property, or, in the case of commercial buildings, in the parking lot to keep paved surfaces from heating up and creating greater temperatures outside the building. “Shade the building with deciduous trees if you can too, so the building doesn’t realize heat gain from the sun during summer months,” he says. Trees not only improve the aesthetic of a property but they also reduce energy costs.
• Through the cracks: Both Colvin and Nordmeyer recommend checking around the outside of the building for places where the caulking has been compromised. Caulk around all windows and door jambs, Colvin recommends. Pay extra attention to insulation in areas that may have experienced water damage due to sealant issues. “If insulation in a wall cavity is wet, it’s useless—they will need to replace it,” Nordmeyer says.
• From the rooftop: Roof inspections are key in prepping a facility for summer. Colvin recommends inspecting edges where high winds could kick up parts of the roof. Check your insulation on the outside and make sure all duct work is secure. Make sure all shingles are intact and there are no cracks in flashing for chimneys and flues, which can lead to indoor leakage, Nordmeyer adds. “If the roof of a commercial building is at an age that needs to be replaced, check to see how much insulation is below the roofing membrane. It could be a good time to increase the roof insulation in your building. Local building inspectors can assist with current code requirements," he says.

Cooling off
Transition roof inspections into an overall inspection of your building’s HVAC system, Colvin recommends. “Make sure your system checks out with clean coils—check your Freon and make sure the fans are free of trash and oiled where needed,” he says.

King says that in addition to making sure the chillers and air handling systems are functioning properly, managers need to make sure their units are moving the proper amount of air through the building and that water treatment and filter cleanings are done for the systems.

“If your system isn’t moving the proper amount of air through the building, it may increase an environment for mold,” he says.

With Iowa Energy Center reporting that Americans spend a considerable amount of their time indoors, Nordmeyer says that maintaining a properly working HVAC system is crucial, even during the summer months. In addition to making sure the filters and dampers are in top shape, managers of existing buildings should consider checking their systems to see if it may be time to replace it. Federal tax credits available through The American Recovery and Reinvestment Act of 2009 could warrant a recommended replacement.

“If an AC is 10 years old or more, it’s safe to assume there might be a calculable payback for a higher efficiency model,” he says.

Conserve and protect
Consider the overall green health of your facility by looking at reducing energy costs. Replace heavy glass window with more energy efficient ones. “Ask yourself, how can I utilize windows to allow daylight to come in so I don’t have to turn on the lights?” Nordmeyer asks. The same goes for replacing existing light bulbs with more energy efficient ones.

“Also, keeping the HVAC system working properly and efficiently by providing the adequate amount of fresh air in the system and filter changes are important considerations for a healthier, efficient indoor environment,” he adds.

Facilities managers can also look at ways at conserving water on their properties as droughts and heat waves may strike. Colvin suggests setting sprinkler systems to only water the lawn at night, when necessary. Additionally, he recommends facilities managers implement a mosquito control process in low areas, especially after rainstorms.

Such precautions help protect a building and its surrounding property against tumultuous summer weather patterns.