Summer conditions bring increased operational activity, but they also introduce heightened exposure to heat-related risks for municipal staff, assets, and facilities. Prolonged heat exposure, combined with outdoor work and increased facility use, can impact safety, productivity, and equipment performance.
The RMA Insurance team has prepared the following guidance to help municipalities identify common heat-related risks and implement practical measures to protect employees, maintain operations, and reduce potential liability.
Ensuring Employee Safety: How Can Municipalities Protect Staff During Extreme Heat?
Employee safety is the primary concern during periods of elevated temperatures, particularly for staff working outdoors or in physically demanding roles.
Establishing and maintaining clear Safe Operating Procedures (SOPs for heat and weather-related conditions is critical. These procedures should outline expectations, available resources, and response protocols.
Key considerations include:
- Developing or updating SOPs specific to heat-related work conditions.
- Ensuring all staff are aware of procedures through internal communication channels such as meetings, email, or other internally used platforms.
- Providing access to water, shade, and appropriate personal protective equipment to all staff that work outside.
- Following working-alone protocols, including regular check-ins.
- Reinforcing heat awareness during daily tailgate meetings and Joint Health and Safety Committee discussions.
- Encouraging regular breaks, whenever needed.
- Designate a team lead to ensure groups that are out mowing and doing seasonal work have the right resources and contacts should the heat interfere with operations and safety.
- Severe heat can bring other risks such as severe thunderstorms, hail and even smoke that can cause air index issues and breathing. Monitoring weather sites and communication in a pinch can save lives, property and down time.
Supervisors or team leads should monitor conditions and ensure workers have the resources and support required to operate safely.
Extreme heat conditions may also coincide with other risks, including poor air quality due to wildfire smoke or sudden storms. Monitoring weather conditions and maintaining clear communication can help prevent incidents.
Effective Operational Practices: How Does Extreme Heat Affect Daily Operations?
Heat can significantly affect both staff performance and equipment reliability. Adjusting operational practices during extreme conditions can reduce risk and improve efficiency.
Municipalities may consider modifying schedules to avoid peak heat periods. For example, earlier start times can allow work to be completed before mid-day temperatures reach their highest levels.
Additional operational considerations include:
- Monitoring equipment for overheating, particularly during extended use
- Watching for other equipment warning signs such as unusual smells, smoke or performance issues
- Allowing equipment rest periods to prevent failure
- Ensuring adequate ventilation in buildings and enclosed spaces to prevent overheating or structural stress
Liability and Compliance Protection: What Obligations Apply When Managing Heat-Related Risks?
Municipalities must meet Occupational Health and Safety (OHS) requirements when managing workplace heat exposure. Failure to address heat-related risks can result in increased liability and compliance concerns.
Seasonal and temporary workers may be more vulnerable, particularly if they are unfamiliar with workplace hazards. Training and supervision are critical.
Key actions to take:
- Consult OHS guidelines for heat exposure and safe work practices
- Work with Joint Health and Safety Committees to review and update procedures
- Ensure staff are trained to recognize heat-related conditions such as heat exhaustion, heat stroke, and dehydration
- Monitor and comply with fire restrictions or bans during high-risk periods
Clear documentation of safety practices and training can support due diligence and reduce liability exposure.
Property Checks and Inspections: How Should Facilities be Managed During Extreme Heat?
Facilities and public assets may experience increased strain during periods of elevated temperatures. More frequent inspections may be required to identify emerging issues. Increased use of outdoor spaces and water-based amenities should also be considered when determining inspection frequency and maintenance priorities. The duty of care to the public is always paramount.
Additional Resources and Information
Effective operations and communications rely on clear documentation, coordination, and proactive oversight. Municipalities should maintain clear SOPs for these tasks. Helpful resources to guide effective decision-making and the creation and maintenance of these SOPs could include:
Extreme heat | Alberta.ca
Canadian Weather – Environment Canada
Home – FireSmoke.ca
Extreme heat events: How to protect yourself from the health effects of extreme heat – Canada.ca
Effective implementation of these risk controls will ensure the safety of all members and promote with minimal risk and hazards. Please reach out to your assigned Risk Advisor or the Risk Team at risk@rmainsurance.com for any questions or concerns.