Flood preparedness guide: How to minimize and protect yourself from flood-related water damage

• • Keep your gutters, downspouts and roof in good repair and clear of any blockages.

• • Establish proper drainage by ensuring your downspouts extend at least two metres away from your house and that the water is draining away from your property.

• • Cover window wells to prevent water and snow from collecting and then leaking in through basement windows.

• • Pile snow away from your foundation and windows to prevent the spring melt from seeping into your home.

• • Improve water absorption by maintaining your lawn (i.e., mowing, raking, aeration, dethatching) and garden (native plants and vegetation are more effective at soaking up excess moisture and reducing soil erosion).

• Avoid keeping valuable items in your basement; if these items have to be in the basement, pack them in sealable plastic containers that you store higher up on shelving or in cupboards.
• Routinely check the weather stripping on your windows and doors and re-seal when necessary.
• Install backflow valves to prevent sewer backups.
• Install a sump pump with a battery backup.
• Place large appliances, furnaces and hot water heaters on risers so they sit above anticipated flood levels.

Depending on if you own, lease or rent your property, and where it is located (i.e., single building, high-rise), may impact who is responsible for the following, but some preventative actions that can be taken to protect the building itself include:

• Filling cracks and framing joints with waterproof sealant.
• Ensuring all windows and doors are properly sealed.
• Having backup systems in place (i.e., portable pumps, alternate power sources).
• Properly waterproofing any external fixtures (i.e., satellites, solar panels, electrical wiring).
• Investing in water barriers such as sandbags and dams.
• Ensuring all exterior drainage is free of blockage and that the roof is in good repair.

Flood mitigation measures you can take for the interior of your business location include:

• Storing merchandise, electronics and other valuables higher up, such as on shelves.
• Storing important documents and files in waterproof containers.
• Placing large appliances and machinery on raised blocks. If this is not possible, consider using barriers such as floodwalls to protect equipment that is stored on the floor.

In addition to minimizing potential property damage, business owners must be prepared to weather the storm that flooding can cause.

This is why creating a business continuity plan is so important; this document can help keep your business operational — or help you bounce back quickly — in the wake of a disaster, such as a flood.

The following list provides guidance to help you get started on creating a business continuity plan, so your business is ready to respond to a flooding event.

Keep your employees safe during a flood

The first step in any disaster, such as a flood, is to protect your employees. These tips can help you react quickly and keep your employees safe in the event of severe weather:

• Identify and proactively inform your employees of evacuation routes and off-site meeting locations.
• Create and share your business protocol for safe evacuations.
• Identify possible risks and hazards to your employees and plan how to minimize the likelihood of injury or illness.
• Develop and regularly review your business’ policies regarding remote work and sick leave.
• Develop a plan for how to operate with a reduced workforce.
• Identify ways to downsize your services in times of disaster, as well as plan for any scenarios that may require providing a boost in your typical operations.
• Proactively coordinate an internal team to serve as the primary communicators during a flood so your employees receive regular, streamlined and accurate communication throughout the duration of the event.
• Understand your responsibilities for working with employees and union(s) to address leave, pay, transportation, childcare, leaves of absences and other human resources issues.
• Ensure your business is prepared to support your employees in managing additional stressors during a flood, such as offering an employee assistance program (EAP).

Maintain business operations during a flood

Being prepared to maintain a certain level of operations during a flood can help you minimize potentially financially devastating business interruptions. Here are some steps to help you get started:

• Complete a risk assessment in which you identify critical operational processes and functions that could be impacted by a flood, including identifying essential employees critical to these processes and functions.
• Determine strategies and develop templated messaging to communicate with your employees, customers, vendors and the like if your business is affected by a flood.
• Remember, your business can be indirectly affected if one of your suppliers is affected by a flood. That’s why part of your business continuity plan should entail a detailed review of your supply chain to determine your vendors’ capabilities to provide your business what it needs during a flood-related disruption. As part of this, your business may also want to consider diversifying its supply chain to minimize potential shortages should a supplier be unable to deliver necessary goods in a time of disaster.
• Regularly train and assess your response team members on their predetermined responsibilities during a flood-related disruption.

Your business operations could be halted by a flood, even if your property isn’t damaged by water. That’s why your organization should also consider a business interruption policy. Depending on your business interruption policy, the coverage afforded to your business in the event of a flood could include lost profits, operating expenses, temporary relocation costs and more.

There may be other coverages available to protect your business from flooding, depending on your operations, industry, location and more. To learn more about your options, please contact a member of our team.

Assessing your business inventory on a semi-annual or annual basis and maintaining an up-to-date detailed list of your stock, products, contents and/or equipment — including receipts or invoices for these items — can help streamline the claims process in the event of an insured flood loss.

Documenting with photographs or 360-degree videos both inside and outside your business premises can also help you keep track of items and upgrades.

We recommend that you keep a copy of this list and photographs off site, as well as provide them to your Acera Insurance advisor.

You can reduce the impact of flooding on your farm by:

• Building dikes, ditches and irrigation channels to help manage the flow of water.
• Having a parcel of land serve as a dedicated runoff area for excess water.
• Planting trees and other plants, which can help reduce soil erosion, soak up excess moisture and provide an obstacle to water.
• Keeping any existing wetland areas on your property — these are nature’s natural flood mitigation.
• Removing debris and sediment from culverts and watercourses.
  Grading the land around structures to ensure water drains away from your buildings.

• Install eavestroughs — which will need to be regularly cleaned to provide a clear path for water — and ensure downspouts drain at least two metres away from your building.
• Install a sump pump, with a battery or generator backup; sewer backup valves; and water alarms.
• Store loose items off the ground.
• Seal your well cap with plastic and duct tape.
• If flooding is imminent, and time permits, sandbag the perimeter of your buildings — particularly around doors and windows — and shut off utilities to those buildings most likely to be affected.

• Store or move electrical equipment, machinery, feed, chemicals, fuel and harvested crops off the ground. If possible, move to a second storey, or use wood or cement blocks as risers to lift these items above anticipated flood levels.
• Securely anchor anything you cannot move and, if possible, enclose these items with a flood barrier (i.e., sandbags, tarps).
• Place important documents and items in sealable plastic bins, which are stored off the ground.
• Have digital backups of all pertinent documents.

In the event of severe flooding, these steps can help you protect the wellbeing of your livestock:

• If you cannot safely move your livestock away from low-lying areas, leave gates open, clear obstacles, and place food and water at the highest possible point to encourage animals to move to a safer location. Another option is to create mounds for animals to stand on in lower-lying areas.
• Close gates and ensure fencing is secure to prevent your livestock from moving to more dangerous areas.
• Ensure you have adequate feed and water available for your animals and/or have a contingency plan in place to get access to these items. Remember to store your feed in higher locations that are less likely to flood. Never feed your animals anything that has been contaminated by flood water.
• Ensure your animals’ vaccinations are up to date as tetanus and diseases are often found after flood events.
• Have visible identification on all animals, if possible.