Preventing Winter Slips and Falls

During winter months, slips and falls are a leading cause of liability claims for property owners and managers. A proactive approach to preventing slips and falls includes implementing an effective snow and ice mitigation program.

What does an effective snow and ice mitigation program include?

Pre-Season Procedures for Winter Weather Events

Contract procurement – Snow plowing and snow removal
- Execute standard contract language with effective risk transfer language in your contractual agreements with snow removal contractors.
- Collect certificates of insurance and policy declaration page from contractor
Pre-season inspections / site surveys – stake property, identify and repair existing issues.
Site engineering / layout plan
Site specific plan – select areas to relocate snow
Acquired appropriate safety materials and inventory of equipment
Employee training

During Winter Weather Event

Employees dispatched
Documentation of arrival time, crew on site, snow depth, conditions, departure time, pictures upon arrival and departure.
- What was performed
- What was not performed iii. Incident reporting

Post-Winter Weather Event

Record keeping
Monitor and address thaw and re-freeze
Clear additional snow accumulation
Monitor emergency access areas and frequently traveled areas
Maintain complaint and accident logs and address hazards identified

Click here to download effective snow and ice mitigation program tips.

Best Practices to Mitigate Snow and Ice Related Slip and Fall Claims

Pre-Season Best Practices: Develop a Snow/Ice Removal Plan

Determine Who Is In Charge: For each site, there should be a manager or point person who will oversee the snow & ice removal process before, during and after a storm. The role of the manager includes completing a preseason site survey, determining services to be performed, training, monitoring weather, dispatching employees, monitoring post event conditions and documentation, and where applicable the liaison with snow removal contractor
Develop a Site Engineering / Layout plan: The manager or contractor should complete a pre-season site survey using a map of the property to determine property boundaries and physically stake the property, areas to be serviced, locations of hazards / obstacles, identify areas to relocate snow, determine the pattern or direction to best move snow as well as spread salt and other deicers.
Selecting Areas to Re-Locate Snow: Snow piles should be located in areas that: minimize the flow of water that may refreeze, do not impede standard traffic patterns, do not create visual obstructions, and do not create an attractive nuisance. Avoid piling the snow where children play, to limit temptation to climb on snow piles.
Inventory and Equipment: The site manager should document the type of equipment, age, quality and condition of equipment, as well as who is responsible for maintaining it. Take an inventory before and after each storm and keep a minimum amount of materials needed for at least 5 storms.
Identify and Repair Existing Site Issues: Any existing issues should be addressed during the pre-season site survey and repaired prior to the start of the season. Uneven / cracked sidewalks, potholes / gaps in parking lots, damaged curbs should all be noted and repaired prior to the season. Obstacles or hazards such as down spouts & drains, fire hydrants, handicap areas should be noted on the site plan.
Training: Training should be documented, include all employees who are involved in snow removal and completed annually. Training should include: equipment specific training, job task specific training, reporting procedures, emergency response, basic on site equipment repair and reporting procedures, and review of any state laws pertaining to operating and transporting equipment and snow removal in general.

Pre-Storm Best Practices

Determine Start Times and Areas: Prioritize start times and areas based on the schedules/routines of tenants and event times. Prioritization should consider areas that have high foot traffic, severity hazards including sloped sidewalks and stairs, and resident arrival and departure times. Be sure to give these areas extra attention when cleaning and treating.
Apply Pre-Treatments: Watch the weather to know when to expect storms and other hazardous conditions. Treat areas such as parking lots, sidewalks, and stairs before conditions become dangerous. Pre-treatments can prevent snow and ice from sticking to surfaces, as well as start the melting process early.
Make Extra Supplies Available: In case of emergency situations, have extra salt, sand, and shovels ready and accessible. This includes backup equipment on-site or having an arrangement with a rental company.

Post Storm Best Practices

Documentation: Documentation of pre-season, in-event and post event services is critical. Documentation should include at a minimum; arrival and departure times, equipment operated for service, crew on property, day and date of event, weather conditions, any contractor communication, services performed, areas serviced / not serviced, and any incidents that may have occurred or complaints that may have been made.
Post Event Follow Up: Post event documentation should include a summary of the properties condition and the quality of the service performed. Revisit properties within 24-48 hours to check the quality and potential clean-up procedures. Continually monitor thaw and re-freeze.
De-Icing Application: Be cautious when de-icing the site. Not enough salt or sand creates hazardous conditions allowing for slips and falls. Too much salt or sand can create the same conditions and damage the surface underneath.

Click here to download best practices to mitigate snow and ice related slip and fall claims.

Sample Snow Log

To reduce slips and falls and the often accompanying lawsuits know your contractor and use risk transfer tactics that include hold harmless, indemnification and insurance procurement agreements. Ask your agent for GNY’s guide on Transferring Risk for additional information

Click here for a downloadable sample.

Additional Resources

Submitting a Claim to GNY

To submit a claim after a winter-related loss refer to the guides here.

This material is informational only. It is not intended to be, and is not in fact, a statement, in whole or in part, of GNY’s underwriting guidelines. Nothing said here amends or affects the interpretation, application, or both, of the coverage provisions in any GNY insurance policy; nor do the statements made here constitute a representation that insurance coverage exists for any loss under any GNY policy. Coverage depends on facts and circumstances of each individual claim or loss, the applicable laws, and the policy provisions in the GNY insurance policy.