Disclaimer: This material is designed and intended for general informational purposes only, and is not intended, nor shall it be construed or relied upon, as specific legal advice. Roof damage is a leading cause of commercial property losses. In addition to damage to the roof itself, roof problems are a common cause of interior water damage and mold. While not all roof damage is preventable, a well-designed roof management program can significantly extend the life of a roof and reduce costs associated with repairing or replacing roofs. With regular inspection, repair and maintenance, the life of a roof can often be extended by five to ten years. Neglecting serviceable roofs will ultimately result in early failure and added expense. DEVELOP A PROGRAM The basic goals of a roof management program are to reduce long-term costs, reduce leak frequency and severity, and extend roof life. Starting a program requires three essential steps develop a roof history, assess the roof s condition and formulate a plan. Develop a Roof History Document the history for each roof area, including: Dates of installations Installing contractors System manufacturers Warranties Type of membranes, insulation and roof decks Leak history Repair history including dates, types and repair cost Assess the Roof s Condition Inspect the roof to determine its current condition. Contract with a consultant if your staff lacks the necessary technical expertise. The inspection should include: Examining all roof components Evaluating conditions that may impact the long-term performance of the roof system Page 1 Rev. 10-5-14
Documenting deficiencies requiring corrective actions such as maintenance, repair or replacement Formulate a Plan Once the roof s condition has been assessed, you can formulate a plan. The plan should include a prioritized list of necessary corrective actions. Compile the estimated costs and timing of the corrective actions and determine where funding will come from. A key component of the plan is to create both short- and long-term budgets for repairs, maintenance and anticipated reroofing. EMPLOYEE SAFETY Be sure that you have policies, procedures and the necessary equipment and training in place before allowing employees on your roof. The most obvious hazard is falling from the roof edge, but skylights and open hatches also present a fall hazard. Ensure your employees follow your written fall protection program whenever accessing the roof and use a buddy system. If permanent access such as fixed ladders or stairs is not available, make sure portable extension ladders are of sufficient length to access the roof safely. Also consider exposure to rooftop equipment and electrical hazards as part of your organization s safety program. INSPECTIONS Inspect all roof areas regularly, regardless of roof age. Natural causes of roof problems include extreme weather, pollutants, animals, vegetation, fungus and algae. Man-made culprits include poor workmanship, manufacturing defects, improperly installed additions, roofing penetrations, membrane contamination and vandalism. At a minimum, inspect all roof areas every spring and fall and after any severe weather events. Damage may be more easily mitigated if identified and repaired quickly. Use roof inspection checklists to document your roof s condition. Checklists help ensure inspections are done consistently while providing a tool to compare the roof s current condition to previous inspections. Inspections may be completed by qualified staff members, a roofing consultant or roofing contractor. Be sure the inspection includes the following: Roof Edges The sheet metal and flashing at the edge of your roof should be securely attached and appear uniform. Problems with the metal edge will worsen with high winds, resulting in poor drainage or roof failure. If the edges fail, wind and water can get under the membrane, potentially leading to total failure. Roof Surfaces and Membrane The membrane s primary function is to protect the insulation and keep the building interior dry. It should provide a uniform, flat surface free of debris and ponding (standing water). Page 2 Rev. 10-5-14
Defects from shrinkage, blisters, cracks and tears can allow moisture to penetrate the roof, often long before it is noticed in the building s interior. Drainage Clean debris from drains, scuppers and gutters regularly. During inspection, look for standing water on the roof surface. A continually wet roof surface will significantly shorten the life of the membrane and can be a source of leaks. Also look for soft or spongy surface areas, which are usually a sign of trapped moisture possibly indicating damaged or wet insulation. Wet insulation provides less insulating value and can cause membrane delamination and deterioration of the roof deck structure. Moisture problems may require a new or lowered roof drain. An engineered, tapered insulation system may be a possible retrofit solution to improve drainage and may be less expensive than installing supplemental drains. Adjacent Components In addition to the actual roof, look for defects in adjacent areas, such as: Adjacent walls with cracks, loose mortar or open penetrations Broken, cracked or leaking skylights, hatches or windows Pitch pans and areas around roof penetrations Mechanical units or piping not securely fastened MAINTENANCE As with most other building systems, routine maintenance is vital to getting the full design life from the roof. These preventative maintenance tasks can typically be performed by in-house maintenance personnel or roofing contractors. Ensure Drainage Plugged drains can cause standing water, leading to premature failure of the roof surface. Inspect roof drainage system components, including drains, scuppers, gutters, down spouts and valleys. Remove potential obstructions, such as dirt, sticks or leaves. Monitor drainage during cold weather when buildup of snow and ice can cause blockage. Remove Debris Regularly remove anything from the roof that doesn t belong there. Common items include trash, tree limbs or vegetation. If vegetation is actually growing out of the roof membrane, contact a roofing contractor immediately. Page 3 Rev. 10-5-14
Redistribute Ballast If you have a rock ballasted roof, high winds may occasionally displace the rock especially in corners. If this occurs, simply redistribute the ballast to provide uniform cover. The ballast holds the roof membrane down, so parts of the roof that are not fully covered are more susceptible to wind damage. If displaced ballast is a frequent problem, consult a roofing contractor. These wind erosion areas might be better ballasted with concrete pavers (paving stones). Protect High Traffic Areas Always avoid unnecessary foot traffic on your roof. If some roof areas, such as roof access points and areas near mechanical units, are showing traffic patterns, consider installing roof traffic pads to prevent premature failure. Prepare for Winter Weather Heavy snow loads have the potential to collapse roofs. It s critical to develop a snow removal plan before winter begins. Many consultants recommend initiating snow removal activities when the snow load reaches one-half of the maximum safe weight (as determined by an architect or engineer). Fresh snow typically weighs 10 to 15 pounds per cubic foot, depending on its wetness. Partially thawed snow may approach the weight of water, which is 62.4 pounds per cubic foot. If accumulation of snow or ice is a problem or if drains freeze up, consider installing heat tape to prevent damaging buildup. If removing snow or ice manually, do not use sharp objects that could puncture roofing materials. Stress employee safety with winter roof work, including falls, slick surfaces, safely getting equipment on the roof and cold weather protection; or consider hiring outside contractors for winter roof work. EMERGENCY REPAIRS Even with effective preventative maintenance, unexpected roof problems may develop. Any emergency repairs performed by maintenance personnel should be considered temporary until a qualified roofing contractor can make permanent repairs. If the roof warranty is still in effect, contact the manufacturer as soon as possible. Follow these steps if an emergency repair is needed. Protect building contents Move susceptible contents from the leak area. Use plastic sheeting to cover items that can t be moved and control water spread by collecting in buckets. Remove any standing water from the roof Check drainage systems for obstructions and be mindful of suction created by draining water. Locate the leak(s) The source of a roof leak can be difficult to locate. First, check the area directly above where water is coming through the ceiling. Next, check all membrane terminations (flashing, seams, penetrations, pitch pans, skylights, adjacent walls, etc.). Page 4 Rev. 10-5-14
For a ballasted roof, you may have to move the ballast in order to inspect the roof surface. Make emergency repairs After locating the leak, make emergency repairs using materials that are compatible with your particular roof system. Consult your roofing contractor or manufacturer if unsure what materials are best for your particular roof. Apply the minimum amount of material necessary to seal leaks. Permanent repairs As soon as possible, contact your roofing contractor to make permanent repairs. If your roof is under warranty, be sure to use a contractor approved by the manufacturer. Inspection After permanent repairs have been completed, inspect the roof area to verify all tools and construction debris have been removed. If you have a ballasted roof, check for displaced ballast and redistribute as necessary. If the roof is under warranty, the manufacturer may need to inspect the repairs. REPLACEMENT Roofs do not last forever and at some point roof replacement becomes more economical than continual repairs. While many organizations go directly to a roofing contractor for new roof consultation, keep in mind that contractors often specialize in just one or two roof types or may represent just one or two manufacturers and may not be able to provide the best options for your particular situation. A roof consultant or architect/engineering firm with roofing expertise can design a roof that best fits your building s specific needs. These firms can usually provide detailed specifications, contractor qualifications, installation details and even construction inspections. Once the design is set, it s important to ensure proper installation. A well-designed roof will likely fail prematurely if not correctly installed. Common installation problems include: Insufficient number of fasteners, especially at the perimeter Membrane installation over wet or dirty substrate Use of improper material or installation techniques Periodic construction inspections by an independent roof consultant can catch these issues before the project is complete. WARRANTIES Most roofing systems come with a manufacturer s warranty covering defective material typically between 10 and 30 years. Labor and materials may be covered under certain conditions. Most contractors offer a one or two year warranty covering defective workmanship. While they are issued at the completion of a project, owners often don t realize they have a warranty or they may simply fail to use the warranty benefits in the event of a needed repair. Make sure you understand any warranties provided by your roof manufacturer and contractor. Warranties can provide covered roof repairs for little or no out-of-pocket expense. Page 5 Rev. 10-5-14
When making a claim under your warranty, review the details of the agreement to make sure you comply. Warranties may require written notification within 30 days of an observed leak, but sometimes only a phone call is required. Failure to notify the manufacturer in time may remove their obligation to perform repairs. Be aware that warranties do not cover repairs caused by abuse or mistreatment of the roof. There are some standard items that most warranties do not cover, but it s important to check your agreement to verify. Many warranties do not cover the repair of defects that don t actually leak, regardless of how severe the defect appears to be. On the other hand, warranties often do cover the cost of repair when a deficiency in labor or material causes leaks in manufacturersupplied materials. Manufacturer-supplied materials may include the roof membrane and flashing, but generally not insulation or sheet metal. Here are some other exclusions that are common in most comprehensive roof warranties: Natural disasters (hail, lightning, tornadoes, earthquakes) Winds in excess of warranty limit Abuse or neglect Fire Damage caused by ponding water (minimal ponding may be acceptable if specified in the contract) Repair, alterations or additions to the roof without prior approval of the manufacturer or when performed by a non-approved contractor Failure to perform reasonable maintenance Failure to notify manufacturer of leaks in a timely manner Failure of owner to make repairs to leaks not covered by the warranty Before your roof s warranty expires, be sure to thoroughly inspect your roof to document any covered problems. Once the warranty expires, you assume the financial obligation of repairs. Page 6 Rev. 10-5-14
FOR ADDITIONAL INFORMATION EMC Insurance Companies: www.emcins.com Tech Sheets o Roof Maintenance for Commercial Buildings o Roof Management o School Roof Management Loss Control Insights Newsletter Archive o The Importance of a Roof Management Program (Volume 26) o How Healthy is Your Roofing System (Volume 17) o Roof Edge Securement (Volume 43) o Is Your Roof Ready for Action? (Volume 35) o The Roof Mold Connection (Volume 39) o It s Time to Prepare Your Roof for Winter (Volume 37) o Roof Warranties: You Paid for Them, Use Them (Volume 36) o Spring Roof Checklist (Volume 39) o Roof Repairs? Start by Choosing the Right Roofing Contractor o The Cost of Cheap (Volume 52) o Protect the Roof That Protects Your Operation Copyright Employers Mutual Casualty Company 2010. All rights reserved. Image courtesy Benchmark, Inc. EMC Insurance Companies partnered with Benchmark, Inc., a nationally-recognized roofing consulting firm, to create this guide. Page 7 Rev. 10-5-14
APPENDIX A SAMPLE FORMS Roof History Roof Section Date Installed Contractor Manufacturer Warranty Type of Membrane Insulation Deck Leaks Repair Date Description Cost
Roof Assessment Roof Section Edges Membrane Surface Drainage Moisture Adjacent Components Maintain Repair Replace Description
Roof Budget *It s recommended that organizations plan their roof budget out to 10 years in advance. Roof Section Year 1 Year 2 Year 3 Inspect Maintain Repair Replace Inspect Maintain Repair Replace Inspect Maintain Repair Replace
Roof Inspection Date: Roof Section Edges Membrane Surface Drainage/Moisture Adjacent Components Description