Winter in Long Island brings a demanding combination of freezing temperatures, coastal winds, and fluctuating humidity that strain building systems and maintenance schedules. Prolonged cold accelerates wear on exterior components, increases energy consumption, and raises the likelihood of frozen pipes, leaks, and equipment failure.

For facility managers, successful winter preparation means more than routine maintenance. It requires anticipating how temperature shifts, salt exposure, and high occupancy levels will interact with a building’s systems and materials. By addressing vulnerabilities early and coordinating preventive measures across all departments, facilities can remain efficient, safe, and operational throughout the harshest months of the year.

Understanding Long Island’s Winter Environment

Long Island’s maritime climate creates a unique set of winter conditions. Coastal exposure brings strong winds, freezing rain, and cycles of thawing and refreezing that challenge both building exteriors and mechanical systems. Salt carried inland from the ocean accelerates corrosion on metal surfaces and rooftop equipment. Frequent temperature swings can cause pipes to freeze overnight and thaw during the day, weakening joints and valves.

Facilities located near the shoreline or open fields face greater wind chill effects, which increase heat loss through exterior walls and roofs. Older buildings with mixed insulation or outdated HVAC systems are particularly vulnerable to these environmental stresses. Recognizing these regional characteristics allows managers to prioritize maintenance where it matters most.

Developing a Winter Operations Plan

A documented winter operations plan should outline both preventive measures and emergency procedures. The plan should include:

• Inspection schedules for mechanical, electrical, and plumbing systems
• Assigned responsibilities for maintenance teams
• Contact lists for vendors and emergency services
• Protocols for power loss, flooding, or freeze events
• Communication channels for building occupants

Creating and testing this plan before the season begins ensures that all personnel understand their roles and can respond quickly when conditions deteriorate.

1. Inspect and Service HVAC Systems

Heating systems must be inspected before they operate at full capacity. Clean supply and return vents, inspect ductwork, and replace air filters to maintain efficiency and air quality. High-efficiency filters such as MERV-13 models collect particulates faster and should be checked more frequently. Test dampers, thermostats, and system controls to confirm accurate performance. Facilities with large common areas may consider ultraviolet sanitizers to reduce airborne contaminants during heavy use periods.

2. Increase and Monitor Ventilation Rates

Buildings sealed tightly for energy conservation often experience poor indoor air quality in winter. Adjust HVAC controls to allow adequate fresh air intake without sacrificing comfort. Verify that dampers and vents are unobstructed and that automated systems balance ventilation rates with occupancy levels. Increased ventilation helps control humidity, prevents condensation, and supports a healthier environment for occupants.

3. Clear Gutters, Roof Drains, and Downspouts

Clogged drainage systems are a leading cause of winter roof leaks and ice dam formation. Clean gutters, downspouts, and roof drains before the first freeze and inspect them regularly after storms. Remove all debris that prevents proper flow. For flat or low-slope roofs, confirm that scuppers and strainers are clear so melting snow can drain freely. Proper drainage prevents water intrusion and extends roof service life.

4. Inspect Building Exteriors and Complete Repairs

Perform a full exterior inspection to identify areas vulnerable to moisture or air infiltration. Examine roofing, flashing, masonry joints, doors, and windows for damage or deterioration. Check insulation in attics, crawl spaces, and perimeter walls for gaps or compression. Seal and repair all openings before temperatures drop to prevent heat loss, water intrusion, and costly midwinter repairs.

5. Maintain an Adequate Inventory of Supplies

Severe weather often limits deliveries and reduces access to local suppliers. Maintain a stocked inventory of essential items such as filters, cleaning supplies, de-icing materials, PPE, and paper products. Verify vendor contracts for snow removal and salt supply. Having materials on hand ensures that facility operations continue smoothly during extended storms or transportation delays.

6. Prepare for Power Interruptions

Storms and high winds frequently cause outages across Long Island. Test emergency generators under load, confirm automatic transfer switch operation, and inspect fuel levels and quality. Check battery backups and emergency lighting for sufficient runtime. Identify all critical systems, such as boilers, pumps, and data servers, and ensure they are connected to backup circuits. Staff should be trained to perform safe shutdowns and restarts after an outage.

7. Protect and Maintain Outdoor Areas

Landscaped and paved areas require seasonal preparation to prevent weather-related damage. Water plants thoroughly before the first freeze to strengthen root systems and apply mulch to conserve moisture. Designate snow storage zones that do not block drainage or harm vegetation. Inspect walkways and parking areas for uneven surfaces and repair them to prevent slips and falls. Ensure that outdoor lighting provides sufficient visibility during shorter daylight hours.

8. Service and Winterize Cooling Systems

Cooling systems not in use should be cleaned, drained, and shut down correctly. Inspect condensers, coils, and cooling towers for debris, corrosion, or scaling. Apply corrosion inhibitors and confirm that basin heaters and freeze protection controls operate correctly. Systems that remain active must maintain adequate flow and antifreeze protection. Proper winterization prevents mechanical stress and extends equipment life.

9. Inspect and Protect Unheated or Low-Temperature Spaces

Unheated spaces such as mechanical chases, storage rooms, and exterior utility corridors present a high risk of frozen pipes. Inspect insulation, seal gaps, and keep doors closed to retain heat. If lines cannot be drained, apply heat tracing or portable heaters. Maintain temperatures above 40°F in these areas and schedule periodic inspections during extreme cold to detect problems before failures occur.

10. Coordinate Staff Training and Emergency Procedures

Preparedness relies on a coordinated response. Review emergency contact lists, snow removal procedures, and outage response plans before the season begins. Conduct refresher training for maintenance personnel on generator operation, boiler control, and freeze prevention procedures. Clear communication and defined responsibilities enable faster response times and minimize downtime during severe weather events.

Managing Snow and Ice Safety

Snow and ice accumulation create both operational and liability risks. Sidewalks, entryways, and parking lots should be treated promptly after each storm. Slip-and-fall prevention depends on consistent surface treatment and visible signage in high-traffic areas. If the property uses contract snow removal, verify that service-level agreements specify timing, de-icing materials, and insurance coverage.

Roof snow load should be monitored to avoid overloading structures, particularly on flat or low-slope roofs. Excessive accumulation can lead to deck deflection or water intrusion as melting occurs. Assign staff or contractors to assess roof conditions after major snow events and remove buildup safely when required.

Reviewing Insurance and Compliance Requirements

Before winter begins, review insurance coverage, including property, flood, and equipment breakdown policies. Confirm that documentation is up to date and that limits reflect current replacement values. Facilities located in coastal zones should verify flood insurance terms, as storm surges and ice-driven water damage are common in this region. Maintaining current records of inspections, maintenance, and staff training also supports compliance with safety and building code requirements.

Operational Considerations for Winter Conditions

Winter facility management requires a balance of preventive maintenance, staff coordination, and real-time monitoring. Systems perform best when serviced regularly and supported by clear operational procedures. By combining technical preparedness with ongoing observation, facility managers can minimize costly disruptions, safeguard occupants, and ensure that buildings across Long Island remain resilient throughout the winter season.

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As a facility or property manager, you’re the anchor that keeps everything running smoothly, even when temperatures swing from icy Nor’easters to suffocating summer heat. From oceanfront inns in Montauk to busy healthcare facilities in Suffolk and sprawling retail centers in Nassau, the pressure to maintain indoor comfort is constant and often invisible—until something goes wrong. Your job isn't just about fixing issues; it's about anticipating them, preventing them, and making the kind of day-to-day decisions that keep tenants comfortable, systems efficient, and buildings compliant with New York’s tight energy codes.

HVAC– heating, ventilation, and air conditioning– is at the heart of it all. It's not just a piece of equipment in a mechanical room. It’s a living, breathing system that affects air quality, utility costs, regulatory standing, and even the reputation of your property. Understanding how it works, what can go wrong, and how to keep it running isn’t optional. It’s a core skill.

So let’s dig into the HVAC fundamentals every Long Island facility manager needs to know so you can make sharp, confident, and informed calls when it comes to air conditioning, seasonal performance, and year-round indoor climate control.

Understanding Long Island’s Unique HVAC Landscape

Long Island’s coastal climate presents a unique set of challenges and opportunities for facility managers overseeing HVAC systems. Winters can be bitterly cold, with temperatures often dipping below freezing, requiring robust and reliable heating systems. Summers bring humid heat, which not only demands powerful air conditioning but also effective moisture control to prevent mold and maintain indoor air quality. This seasonal swing means your HVAC system must be versatile and well-maintained year-round.

Beyond climate, Long Island’s building stock ranges from aging commercial offices in Nassau County to modern retail complexes and specialized facilities like assisted living centers. Many of these buildings feature HVAC systems installed decades ago, which may struggle to meet today’s demands for energy efficiency, tenant comfort, and regulatory compliance.

Types of HVAC Systems Commonly Used in Long Island Facilities

Understanding what type of HVAC system your building uses is the first step toward efficient maintenance and smart budgeting. Different properties across Long Island require different system designs depending on age, layout, occupancy, and energy code compliance.

1. Constant Volume Systems (CV)

These are often found in older commercial structures, particularly in traditional office buildings around downtown Huntington or Riverhead. CV systems maintain a fixed airflow and adjust temperature using reheat coils. They’re reliable but not energy efficient, making them candidates for upgrades.

2. Variable Air Volume Systems (VAV)

More modern buildings, including government buildings or large retail centers, use VAV systems. These adjust both airflow and temperature, giving more granular control and helping facilities meet increasingly stringent energy efficiency goals in New York.

3. Hybrid Split Duct Systems

Combining electric cooling with gas or heat pump-based heating, hybrid systems are increasingly being installed in newer developments, especially in areas like Garden City or Setauket. Their flexible design allows for improved sustainability and lower energy bills.

4. Packaged Heating and Cooling Units

Common in single-story buildings, such as supermarkets, schools, and smaller municipal offices, packaged rooftop units house all HVAC components in one box. These systems are convenient for maintenance but require regular inspection due to exposure to the elements.

5. Split Systems (Heating and A/C)

Used in smaller multi-family residences or light commercial properties, these systems separate indoor and outdoor components. In Long Island’s denser town centers, split systems are useful for maximizing indoor space while minimizing utility disruptions.

6. Heat Pumps

Heat pumps are gaining traction in the Northeast. They offer both heating and cooling using electricity, making them a prime choice for environmentally forward properties, particularly near areas promoting clean energy adoption, such as Port Jefferson and Smithtown.

7. Forced Air Systems

These systems push conditioned air through ductwork and are common in municipal buildings, community centers, and schools. Their effectiveness hinges on proper duct insulation, which can be a challenge in older buildings found throughout Suffolk County.

8. Zoned Systems

Ideal for mixed-use spaces or buildings with fluctuating occupancy, like assisted living centers, these systems allow for different temperature settings in different zones. This flexibility improves comfort and energy savings, especially in locations with both residential and commercial tenants.

Common Causes of HVAC Problems in Commercial Properties

Facility managers on Long Island face not only mechanical failures but also unique regional stressors: salty coastal air, spring allergens, and fluctuating power quality.

Poor Airflow

Airflow issues are among the most frequent complaints. Here’s what typically causes it:

• Clogged Filters – Especially during Long Island’s intense pollen season, filters clog quickly and reduce air quality and flow.
• Leaky Ducts – Older buildings often have deteriorated ductwork, which allows conditioned air to escape before reaching its destination.
• Blocked Registers – Tenants may unknowingly place furniture in front of vents. In busy offices, this goes unnoticed until comfort complaints arise.
• Dirty or Obstructed Outdoor Units – Rooftop units or ground-level condensers are vulnerable to bird nests, salt spray, leaves, or snow.

Blowing Warm Air Instead of Cool

If your HVAC system is pushing warm air when it shouldn’t, consider:

• Dirty Coils or Filters – Accumulated debris on coils prevents proper heat exchange.
• Frozen Coils – Ironically, a frozen evaporator coil prevents cooling. Often caused by low airflow or refrigerant issues.
• Low Refrigerant – Usually from slow leaks in corroded lines. In older systems, recharging refrigerant is a temporary fix that won’t address root issues.

Electrical Failures

HVAC units rely on clean, stable power. Common electrical issues include:

• Blown Fuses or Tripped Breakers – This may signal overloaded systems or deeper wiring problems.
• Failed Capacitors – These small components are often the first to wear out and can prevent compressors or fans from starting.
• Wiring Damage – Especially in buildings near wooded areas or waterfronts, rodents sometimes chew through insulation, causing shorts.

Tackling Common HVAC Issues on Long Island

Certain problems are more prevalent in Long Island buildings due to environmental and structural factors:

• Salt Air Corrosion: Coastal buildings face accelerated deterioration of outdoor HVAC components from salty sea spray.
• Aging Equipment: Many commercial properties house HVAC units past their optimal lifespan.
• Ductwork Challenges: Older structures often have leaking or poorly insulated ducts, leading to uneven temperatures and energy waste.
• Maintenance Scheduling: The bustling business and tourist seasons restrict downtime for HVAC servicing.

Regional Climate Impact on HVAC Systems in Long Island

Long Island’s climate plays a significant role in how HVAC systems operate and are maintained. Winters bring cold, damp conditions, while summers can be hot and humid. Facility managers must ensure HVAC systems are optimized for both heating and cooling seasons.

Preventative Maintenance: Your First Line of Defense

Most breakdowns are avoidable. A proactive, seasonal maintenance plan will save money and minimize downtime—something your tenants and stakeholders will appreciate.

Schedule Preventative Maintenance

• Spring & Fall Tune-Ups – Have HVAC professionals check refrigerant levels, inspect belts, and clean coils before high-demand seasons.
• Quarterly Filter Replacement – Change them every three months at minimum, monthly in allergen-heavy seasons.

Protect Exterior Equipment

• Install Protective Covers – Outdoor units near Long Island’s beaches benefit from UV- and salt-resistant covers.
• Clear Vegetation – Maintain a 2-foot clearance around outdoor units to ensure proper airflow.

Keep Vents Open and Clear

• Tenant Education – Post signage or send reminders not to block or tape over vents.
• Facility Walkthroughs – Regularly check tenant spaces for airflow blockages, unauthorized heaters, or space constraints.

Navigating Local Codes and Incentives

New York State enforces some of the most rigorous energy and environmental codes in the nation. For facility managers, understanding these is crucial:

• New York State Energy Conservation Construction Code (NYSECCC): Sets minimum efficiency standards for commercial HVAC equipment and building envelopes.
• Utility Incentives: LIPA offers rebates and incentive programs for energy-efficient HVAC technologies.
• ASHRAE Compliance: HVAC systems must meet standards for ventilation, air quality, and thermal comfort.

Smart HVAC Integration and Monitoring

Today’s HVAC isn't just hardware. It’s a digital asset.

• IoT Sensors – Track temperature, humidity, and system diagnostics in real-time.
• Building Automation Systems (BAS) – Integrate HVAC with lighting and access control.
• Remote Diagnostics – Identify issues before they escalate into emergencies.

Best Practices for Maintaining Long Island HVAC Systems

• Routine Inspections: Perform three annual checks—pre-heating, pre-cooling, and mid-season.
• Partner with Local Experts: Hire HVAC pros familiar with Long Island’s codes and climate.
• Tenant Education: Encourage responsible HVAC usage and vent clearance.
• Preventive Maintenance: Regular service keeps systems efficient and avoids breakdowns.
• Capital Planning: Plan equipment upgrades early to avoid emergencies and leverage incentives.

Stay Ahead, Stay Cool

The HVAC system in your building is a complex ecosystem that affects productivity, tenant retention, costs, and compliance.

Don’t wait until the tenant complains or the compressor gives out. Know your system. Anticipate the problems. And maintain it like the backbone of the building that it is.

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As the seasons change on Long Island, we find ourselves at the perfect moment to evaluate our heating, ventilation, and air conditioning (HVAC) systems. With the transition period from heating to cooling upon us, it's critical to consider whether repairing or replacing your HVAC units is the right choice. This guide aims to simplify that decision with current insights and recommendations.

Preparing for the Warm Months Ahead

When considering whether to repair or replace your HVAC system, several factors come into play beyond the age of the system. These factors are crucial for ensuring operational efficiency, cost savings, and environmental sustainability.

Energy Efficiency and Environmental Impact

Newer HVAC models are significantly more energy-efficient, reducing carbon footprint and utility costs. If your system is old, you may be spending more on energy bills than necessary. Upgrading to a more efficient model not only lowers expenses but also supports environmental sustainability.

Frequent Repairs and Reliability

If your system requires frequent repairs, this is a clear sign that it may be time for a replacement. Constant breakdowns not only lead to higher operational costs but also affect the comfort and productivity of building occupants. A new system offers reliability and peace of mind.

Technological Advancements

Modern HVAC systems come with advanced features such as smart thermostats, zoning capabilities, and improved air filtration, which can significantly enhance occupant comfort and system efficiency. If your current system lacks these features, upgrading can offer considerable benefits.

Cost-Benefit Analysis

While the initial cost of replacing an HVAC system can be high, the long-term savings on energy bills and repair costs can make it a worthwhile investment. It's essential to perform a cost-benefit analysis, considering potential energy savings and improved reliability against the upfront expense of a new system.

Compliance and Standards

Building codes and standards evolve, and older systems may not comply with current requirements for energy efficiency and environmental impact. Upgrading to a newer system ensures compliance and can improve the building's marketability and value.

The decision to repair or replace an HVAC system should be based on a comprehensive evaluation of its current performance, the potential benefits of new technology, and the financial implications. With the significant portion of energy consumption attributed to heating and cooling in commercial buildings, optimizing this aspect of your operations is crucial for both cost savings and environmental stewardship.

Understanding Efficiency and Savings

Understanding the efficiency and potential savings of your HVAC system, particularly through metrics like the Annual Fuel Utilization Efficiency (AFUE), is crucial for making informed decisions about repairs or replacements. AFUE measures how effectively a furnace or boiler converts fuel into heating energy over a typical year. Here’s a deeper dive into why these efficiency ratings and potential savings matter.

AFUE Explained

AFUE ratings are expressed as a percentage, indicating the amount of fuel converted to heat in comparison to the total amount of fuel consumed. For example, an AFUE rating of 90% means that 90% of the fuel is used for heating, while the remaining 10% is lost in the conversion process. The higher the AFUE rating, the more efficient the unit.

Repair Costs vs. Replacement

The "10% rule" suggests that if the cost of repairs exceeds 10% of the replacement cost of the unit, then it's more economical to opt for a replacement. This rule helps homeowners and facility managers evaluate the financial viability of keeping an older system running.

Energy Savings

High-efficiency HVAC units, which are often characterized by higher AFUE ratings, can substantially reduce energy consumption. This reduction can be as much as 50%, leading to lower utility bills and contributing to a more sustainable environment.

Environmental Impact and Indoor Air Quality

By consuming less energy, high-efficiency systems emit fewer greenhouse gases, which is beneficial for the environment. Additionally, these systems can improve indoor air quality by maintaining consistent temperatures and reducing humidity levels, which in turn, can lower the presence of mold and mildew in your home or building.

Economic and Environmental Efficiency

Efficiency in an economic context means achieving the maximum output from the least amount of inputs. In terms of HVAC systems, this translates to achieving optimal comfort levels while using minimal energy. High-efficiency units are designed to do just that, ensuring that energy use is kept at a minimum while maximizing heating or cooling output.

In summary, understanding and leveraging the AFUE rating and other efficiency indicators of your HVAC system is key to making informed decisions about repairs and replacements. These decisions not only have implications for your immediate financial outlays but also affect your long-term savings, environmental impact, and indoor air quality.

Consultation and Decision Making

When deciding between repairing an existing HVAC system and replacing it with a new, more efficient unit, it's vital to consider several key factors. First, understanding the immediate repair costs versus the long-term savings that a new system can offer is essential. This involves evaluating how the energy efficiency of a new unit, as indicated by its Annual Fuel Utilization Efficiency (AFUE) rating, could lead to lower monthly bills in comparison to the ongoing expenses associated with maintaining an older, less efficient system.

Moreover, the operational impact of both options needs to be assessed. An aging HVAC system can lead to increased downtimes, adversely affecting both the comfort and productivity within your building. Conversely, opting for an upgrade can result in a smoother, more reliable operation. Finally, the importance of expert consultation cannot be overstated.

Involving your building's maintenance team in this decision-making process is crucial, as their deep understanding of the system’s condition, its performance history, and the practicality of repairs versus replacement can provide valuable insights, ensuring a more informed and effective decision is made.

Financial Considerations

When considering the financial aspects of whether to repair or replace an HVAC unit, it's important to understand the various benefits and considerations involved. Replacing an HVAC unit can offer significant tax savings through depreciation deductions over the life of the system, as outlined by the IRS. However, the specific period and rate of depreciation can vary, making it advisable to seek guidance from a tax professional to maximize these benefits.

Additionally, the "50 percent rule" is a useful guideline when evaluating the costs of repairs versus replacement. This rule suggests that if the cost of repairs exceeds 50% of the cost of a new unit, replacement may be the more financially viable option. Furthermore, it's essential to communicate with your accountant about any decisions to repair or replace the unit.

Doing so ensures that your financial planning accounts for the applicable depreciation schedules for replacements, or for the correct deduction of repair costs in the current tax year, which could provide immediate financial relief. This comprehensive approach to financial considerations ensures that you make the best decision for your situation, balancing immediate costs with long-term savings and tax benefits.

By carefully considering these aspects, you can make a decision that not only optimizes operational efficiency and comfort but also aligns with your financial strategy and goals.

For Commercial Properties on Long Island

For commercial properties on Long Island, the modernization of HVAC systems presents a compelling opportunity to not only boost energy efficiency but also significantly enhance the comfort and satisfaction of tenants. This initiative not only aligns with financial objectives by potentially lowering operational costs but also plays a crucial role in promoting environmental sustainability. The emphasis on energy efficiency in commercial real estate is increasingly recognized as both a financial necessity and a step towards more responsible environmental stewardship.

Local utility companies are key partners in this endeavor, often providing attractive rebates and incentives for businesses that choose to invest in energy-efficient HVAC upgrades. Such programs are designed to offset a portion of the upfront costs associated with the purchase and installation of more efficient systems. For example, initiatives like the one offered by the Long Island Power Authority (LIPA) can result in substantial savings, with rebate incentives based on the projected energy savings of the project. This approach not only makes financial sense but also encourages commercial property owners to contribute to broader environmental goals by reducing energy consumption.

By taking advantage of these rebates and incentives, businesses on Long Island can reduce their overall installation costs, making it more feasible to upgrade to advanced HVAC systems. These upgrades are crucial for maintaining a comfortable and healthy indoor environment, which is directly linked to tenant satisfaction. In today's competitive market, the ability to offer a superior, energy-efficient working or living space can be a distinguishing factor for commercial properties. Ultimately, investing in HVAC system upgrades is a strategic move that benefits property owners, tenants, and the environment alike.

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Portable air conditioners are usually regarded as a residential need or something to be used only in emergencies. In truth, there are plenty of situations where facility managers might want to use a portable cooling solution. These air conditioning units are just like regular ones, in that they release cool air and exhaust heat. Most of them employ an evaporator and a condenser and have a duct to release heat into an unused area, drop ceiling, or outdoors through a window. Some models are air-cooled, while others are water-cooled. Water-cooled units require a source of water and a place to drain it away after use. While setting up and figuring out how to vent heat from a portable AC may sound challenging, there are several situations where these cooling solutions can be extremely useful:

For Emergencies

Just to get this one out of the way -- emergencies often mean no HVAC. This could be because a facility management program has chosen to divert electricity to more crucial functions, because of a blackout, or simply because of a breakdown that necessitates emergency repairs. Either way, having a portable air conditioning unit can be a literal lifesaver for facilities like hospitals or schools, and vitally important for data centers. Anywhere where climate control is a priority should have a portable AC unit to cover emergencies.

For Specialty Equipment

Some equipment, like servers, computer labs, or diagnostic imaging machines, can generate a lot of heat. Unfortunately, this kind of technology will also malfunction if things get too hot. HVAC alone often isn't enough to keep everything at the optimal temperature, but portable AC can be a very helpful way to offer some supplemental cooling that's targeted to the rooms that need it. This will keep equipment safe and running well, and make sure you aren't wasting energy on cooling other rooms more than necessary.

For Special Inventory

Say your facility is involved in manufacturing, and your inventory needs to be kept below a certain temperature. Goods like soaps, candles, and some raw materials, for example, don't require refrigeration -- but their quality does suffer if they get too hot. Portable AC can help keep stock rooms cool, protecting inventory. They also cost far less than refrigeration or cooling the entirety of the facility.

For Regular Maintenance

If you're engaging in predictive or preventative maintenance, you're already ahead of the game by only taking down your HVAC system when demand is likely to be low. Low demand doesn't mean zero, however -- you're still likely to have at least a few areas that need to be kept cool. Rolling in a portable air conditioner can cover these until the primary HVAC unit is back online.

For Special Events

If your facility is holding an event or meeting in an outdoor tent, or any area not typically covered by the HVAC system, then a portable AC unit can keep the attendees safe and comfortable. Roll it in for the duration of the event, then maintain it and pack it away again afterward.

For Worker Safety

Some industries require workers to be around hot machinery, or in confined spaces that are difficult to ventilate well. These conditions likely don't extend to the rest of the facility, so it doesn't make sense to use the regular HVAC in order to cool these areas sufficiently. Instead, a portable air conditioner can provide supplemental cooling to keep workers safe while they do their jobs. This is also a great solution for machinery or rooms that aren't used consistently. A portable HVAC unit can cool them as needed while having no impact on the safety or comfort of the rest of the occupants of the building.

For Temporary Areas

During the height of the pandemic, a lot of industrial facilities re-worked themselves to produce masks, other protective equipment, and ventilator parts. This often meant moving machinery and personnel around, or even using temporary structures or re-purposing rooms. While these measures weren't intended to be permanent, they were going to last long enough for cooling to be an issue. Portable air conditioning is the perfect solution for situations like these, where you need some form of climate control but it doesn't make sense to build in ductwork and set up an HVAC unit. Portable air conditioners are just what they say they are -- they're portable, and they cool. As long as you have power and a way to vent excess heat from the unit, you can use them. Even if your facility doesn't need one on a daily basis, it's a good idea to have at least one in your inventory. They can protect your workers and valuable equipment during emergencies, and help you out during any other contingencies that arise.

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When it comes to the COVID-19 pandemic, schools are some of the most seriously impacted institutions. Many schools remain closed, and those that open are facing hundreds of empty seats as kids attend either part-time or via remote learning. Not only do schools have to cope with creating flexible, effective learning plans for distant students and providing a safe learning environment for those who attend in person, but they also have to do so while staring down budget cuts. Fortunately, there's one way that schools can decrease their outgoing expenses: cutting their energy costs.

Public and Private Schools Suffer from Budget Cuts

Schools of every stripe rely on state governments to provide funding. When the pandemic drastically raised the unemployment rate and left business unable to operate, that decreased the amount of tax revenue that states were able to bring in -- sometimes by as much as 30%. Lowered tax revenue translates into budget cuts, and schools all around the country have had to plan around serious budget cuts.

Lowering Energy Costs Helps Schools Make Ends Meet

Heating, cooling, and lighting a building as large as a school costs a lot of money. There are numerous ways that schools can reduce their expenses by paring down their power bills:

1. Undergo a (re)commissioning study. Before making changes to a school's energy consumption, it's a good idea to figure out exactly where and how to reduce expenses. In a commissioning study, an engineer observes a building to see how efficiently it operates, and make recommendations to improve efficiency and cut energy costs. Research shows that monitoring a school's energy systems can lead to as much as a 15% reduction in energy bills -- as much as $14,000 per year for an average school building.

2. Trade fluorescents for sunlight. Fluorescent lighting is inexpensive, but it still costs money. Schools can take advantage of natural lighting by installing blinds, adding skylights, and turning the lights off. While fluorescent lighting can be harsh and distracting, natural sunlight help people relax and focus and improves mood. If natural light isn't an option, consider LED bulbs. Modern LEDs allow lighting in different color temperatures, ranging from the cool of a fluorescent bulb to the warm gold of sunlight. They're also inexpensive to operate and last for a very long time.

3. Seal off unused areas. For schools with reduced class sizes, consider closing off unused classrooms. Block off vents to keep cooled air out of unoccupied rooms. This will keep air conditioning where it's most needed, and keep the HVAC system from consuming more power than is necessary.

4. Perform regular HVAC maintenance. It's easy to underestimate the amount of power an inefficient heating or cooling system can waste. An economizer can help save power by drawing in cool air, but can end up adding to the power bill if the damper linkage jams or breaks. Dirty condenser coils cut an air conditioner's cooling capacity, wasting energy as it struggles to keep the building cool. Dirty filters and dust-choked ducts keep air from circulating where it needs to go. Regular HVAC maintenance keeps heating and cooling systems running efficiently and saves money in the long run. If a school's cooling system is more than 15 years old, it might be time to consider a replacement. Even with regular maintenance, old air conditioning systems consume up to 20% more energy than newer ones. Air conditioning is the second largest energy sink in commercial buildings, and the most efficient air conditioning systems on the market are 52% more efficient than the federal standard.

5. Set up sensors. Automated sensors can turn the power on to occupied rooms, and shut it off as soon as they're empty. In areas like bathrooms, lights are often left on for safety and convenience. With a motion sensor, there's no reason to keep the room lit when it isn't in use -- they can turn on and off as needed, saving energy.

6. Swap out old appliances. While the old adage says, "if it ain't broke, don't fix it," there are a lot of ways for appliances to fail before they break. Older refrigerators and microwaves consume far more power than energy-efficient models. Many newer appliances (like convection ovens) also produce healthier foods than conventional fryers at a fraction of the energy cost.

7. Don't forget the water bill. Low-flow faucets and showerheads don't just save water, they also save the power needed to heat that water. It's also a good idea to install sensors that automatically shut off sinks and showers after a specific period of time, to encourage students to reduce water use. Many schools already suffer from underfunding, and it can be hard to figure out how to reduce costs more than they already do. By consulting an energy expert and making a few changes to lighting, water, and HVAC usage, schools can cut their energy costs and better cope with COVID-19-related budget cuts.

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The primary job of all facility, property, and energy managers is to keep their buildings' occupants safe. In January 2017 there have been no less than six reports of fires related to faulty HVAC systems. The silver lining to these bad reports is that none of these incidents led to any serious injury or death.

However, these fires have raised the question of what facility professionals can do to ensure their properties' HVAC systems are safe and operating properly. If your maintenace is overdue, this post is a reminder to have your system inspected to make sure its is not only running efficiently, but also safely.

For specifics on these recently reported HVAC files, read the complete article on the Energy Manager Today website.

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