Is Your Building Ready for Winter? 10 Property Maintenance Steps NY Managers Can't Skip

Welcome to winter-preparation season. In New York, freezing temperatures, snow, ice, and freeze-thaw cycles can put pressure on a building’s systems and grounds. A structured fall inspection helps property managers, investors, servicers, municipalities, and facility teams address issues before winter weather makes them harder to manage.

Use these 10 steps as a starting point for your property’s winter plan. Adjust inspection schedules and procedures to the building, its occupants, and applicable local requirements. Work involving roofs, boilers, electrical systems, plumbing, or fire-protection equipment should be handled by qualified professionals.

1. Inspect the roof and drainage before the first storm

Check the roof surface, flashings, parapets, skylights, roof hatches, gutters, downspouts, scuppers, and drains. Clear leaves and debris so rain and melting snow can flow away instead of ponding or backing up. Note existing damage, interior stains, or areas where water has collected.

Set a plan for inspections after significant snow or rain and during freeze-thaw periods. Roof access and snow removal involve serious hazards; if the roof’s condition or capacity is uncertain, consult a qualified professional. The New York City Department of Buildings’ weatherization guidance offers additional building-owner information.

2. Check exterior doors, windows, and weather seals

Inspect door sweeps, weatherstripping, window seals, vestibules, and visible exterior joints for gaps or damage. Make sure exterior doors close and latch properly. Addressing air leaks can help reduce drafts and limit moisture intrusion, while damaged seals may allow water to enter and freeze.

For appropriate weatherization measures, see NYSERDA’s guidance on preparing a property for winter. Repairs should suit the building materials and be completed without compromising ventilation or required egress.

3. Protect exposed plumbing and water systems

Identify pipes in unheated rooms, basements, crawlspaces, garages, and exterior walls. Check insulation and heat-tracing systems where installed, and have vulnerable components assessed and repaired as needed. Shut off and drain outdoor hose lines according to the property’s plumbing setup, and make sure shutoff valves are labeled and accessible.

Include domestic-water piping, backflow preventers, roof tanks, and other water-filled equipment in the review. Do not use an open flame to thaw pipes. If a pipe freezes or a leak develops, follow the building’s response procedure and contact a qualified plumbing professional.

4. Service heating equipment and controls

Before sustained cold arrives, arrange service for boilers, furnaces, heat pumps, pumps, valves, filters, and related equipment. Check controls, thermostats, alarms, and temperature sensors, and verify that the heating schedule reflects actual building use. Confirm who is responsible for responding if a system fails after hours.

A maintenance log can help teams track completed service, recurring issues, and follow-up work. The ENERGY STAR Buildings Manual includes practical information on seasonal building operations and equipment maintenance.

5. Review fire protection and life-safety systems

Check that required fire alarms, emergency lighting, exit signs, fire pumps, and backup power arrangements are maintained and accessible. Keep exits, fire lanes, hydrants, and access points clear of stored materials and, once snow arrives, accumulated snow or ice.

Have qualified personnel inspect fire-protection systems, including sprinkler and standpipe piping where freeze exposure may be a concern. The appropriate procedures depend on the system and building; do not change or shut down fire-protection equipment without authorized direction.

6. Establish a snow and ice response plan

Before a storm, define which entrances, sidewalks, ramps, stairs, parking areas, loading zones, and emergency routes need attention. Confirm the snow and ice contractor’s scope, communication process, response expectations, and approved de-icing approach. Consider how routes will be rechecked when melting snow refreezes.

Keep accessible paths, drains, hydrants, fire lanes, and exits unobstructed. Record site conditions and completed work according to the property’s procedures. Dakota Property provides commercial landscaping and grounds management, including snow removal and ice management.

7. Inspect the building perimeter and grounds

Remove fallen branches and debris, check exterior lighting, and look for uneven pavement, damaged handrails, and trip hazards that could be concealed by snow. Confirm that catch basins and other drainage points are clear. Review any low areas where melting snow could collect and refreeze near entrances or walkways.

Make sure outdoor equipment and stored materials are secured for winter conditions. For properties with regular landscape service, coordinate the final seasonal cleanup with snow operations so maintenance tasks do not conflict.

8. Prepare for storm-related interruptions

Review the building’s emergency contacts, tenant notification process, and after-hours escalation steps. Identify who can authorize emergency repairs and who needs updates if heat, water, electricity, or access is disrupted. Managers of public facilities, occupied buildings, and critical operations should ensure their winter procedures align with the organization’s emergency plan.

The NYC Emergency Management winter weather guidance provides preparedness information for New York City. For buildings elsewhere in the state, consult the relevant local authorities and facility procedures.

9. Plan roof work and falling-ice precautions carefully

Do not treat roof snow removal as routine grounds work. Snow loads, drifting, roof condition, hidden skylights, fall exposure, and hazards to people below all require consideration. If snow or ice presents a concern, secure affected areas from the ground and obtain qualified advice before work begins.

The OSHA guidance on hazards when removing snow from rooftops explains key worker-safety risks. Keep the public clear of any work zone, and use trained personnel and appropriate fall-protection measures for elevated work.

10. Document inspections, repairs, and storm response

A winter checklist is most useful when it becomes a working record. Keep track of inspection dates, observed issues, service visits, completed repairs, open work orders, and storm-related site checks. Photos can help document conditions over time, while clear notes make it easier to prioritize repairs and coordinate between owners, managers, tenants, and vendors.

Set a review date during the season. Repeated leaks, freeze concerns, or ice accumulation may point to a maintenance issue that needs a lasting repair rather than repeated temporary attention.

Make winter maintenance easier to coordinate

Commercial property maintenance involves connected systems: the roof, heating, plumbing, life safety, and exterior grounds all affect how a building performs in cold weather. A written plan, qualified trades, and clear communication help managers address those needs in an organized way.

Dakota Property provides commercial building maintenance services, property preservation, landscaping, and construction support across New York State, including Long Island, New York City, Westchester, Buffalo, and Rochester, and parts of Connecticut. The company offers 24/7 emergency repair response, strict SLA adherence, and daily project updates, with maintenance and construction services coordinated through a one-stop-shop model. Dakota Property is MWBE and 8(a) certified, NYC General Contractor licensed, Home Improvement licensed across Suffolk, Nassau, and NYC, NYS Mold Assessor and Remediator certified, and EPA Lead-Free certified.

Review Dakota Property’s maintenance services or explore the related property preservation overview. For a winter scope review, contact Dakota Property.