Introduction. Advantages of a Written Plan and Policy????? A WRITTEN SNOWAND ICE CONTROL PLAN THAT WORKS FOR YOU THIS MAY BE A LITTLE DULL

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1 A WRITTEN SNOWAND ICE CONTROL PLAN THAT WORKS FOR YOU Duane E. (Dewey) Amsler P.E. Introduction Dewey Amsler LABORER AND OPERATOR NYSDOT (36 YEARS) STATEWIDE PROGRAM MANAGER (MAINTENANCE AND OPERATIONS) CONSULTANT AFM Engineering Services Slingerlands, NY THIS MAY BE A LITTLE DULL So, we will add a little REDNECK CULTURE every now and then Benefits of an Efficient, Effective and Safe Winter Operations Program A Safe Transportation System Increased Mobility Enhanced Emergency Services Economic Stability Reduced Liability Improved Quality of Life Public acceptance Advantages of a Written Plan and Policy????? 1

2 Advantages of Written Policy 1/2 Forced to plan ahead (avoiding chaos) Tort liability minimized All highway agency and the governmental entity on same page Advantages of Written Policy 2/2 Public understanding/complaint reduction Higher level of service is achievable as a result of the planning process The document will serve as a vehicle for training and continuous improvement 2

3 LOCAL ADVISORY COMMITTEE (BENEFITS) - Program buy-in - Information dissemination - Recommendations & expectations - Evaluation feedback Snow Plan a. Service b. Priorities c. Routing Lesson Plan Listen to Your Customers! 1. Highway Agency 2. Police 3. Fire 4. Medical 5. Business Advisory Committee 6. Elected Officials 7. Emergency Management 8. Media 9. Local Citizens 10.Road Users Advisory Committee ctd. 11. Transit 12. Auto Clubs 13. School Districts 14. Chamber of Commerce 15. Community Organizations Many of the committee can contribute by reviewing and commenting on draft documents Make the Working Committee relatively small. WORKING COMMITTEE Top to Bottom Representation from the Highway Agency Employee Union Representation Police, Fire and EMS School District Transit Customer Representation Legislative SOURCES OF INFORMATION Local and State Agencies LTAP Centers Salt Institute/LTAP Training Program WWW Consultants Handout for This Program 3

4 Level of Service Areas of Responsibility Winter Organization Chart Public Policies Storm Warning System Snow Map Personnel Policies Employee Training & Safety Programs Interdepartmental Cooperation Comprehensive Winter Operations Plan Intergovernmental Agreements Use of Outside Contractors Public / Media Relations Materials Policies Equipment Policies Operational Policies INTRODUCTORY SECTION Content (Road Map) Purpose & How the Agency Will Use the Document Creation Process & Living Document Statement Sources of Information Utilized (show thoughtful and deliberative process) General Philosophy of Agency Snow and Ice control & Driver Responsibility Definition of Key Terms (Shall, Must, Should, Recommended and May) DEFINITION OF MUNICPAL SNOW AND ICE RESPONSIBILITIES Roads / Streets / Alleys Parking Areas / Parking Meters Public Facilities / Parks Sidewalks / Crosswalks Seasonal Roads Bike Paths & Hiking / Walking Trails Fire Hydrants Other COMMUNICATION AND COOPERATION No Test of Government is More Important to a Citizen than the Manner in which his or her Request or Complaint is Handled COMMUNICATION (1/2) Contact Information & Hot Lines Urge Restraint During Storm Source(s) of Weather Conditions and Treatment Progress Information Multi-Agency Communications Directory Listing of Roads Within the Political Subdivision Maintained by Others and Who 4

5 COMMUNICATION (2/2) Key Element Public / Media Relations: Use of Media Pre-winter Proactive News Conference Pre-prepared News Releases (Policies, Suggestions, Resident Cooperation) Media Contact Person Snow Hotline Website CUSTOMER COOPERATION (1/2) Parking Regulations & Lot Locations Snow Emergency Routes Snow Removal Procedures (Loading and Hauling) Tire/Chain Requirements Abandoned Vehicles Discourage Driving During Events Damage Caused by Plows Parking Policies Emergency snow routes Parking restrictions (Storm and Clean-Up) Parking meters Snowmobiles Municipal Lots Towing Information Permanent Snow Emergency Route Sign SNOW EMERGENCY ROUTE SNOW TIRES OR CHAINS REQUIRED NO PARKING DURING EMERGENCY VEHICLES TOWED AWAY Snow Emergency Route Sign 5

6 Temporary No Parking Until Snow Is Removed Sign NO PARKING UNTIL SNOW IS REMOVED CUSTOMER COOPERATION (2/2) (THINGS PROPERTY OWNERS CAN DO) Trash Cans Basketball Devices Obstacles Snow Forts Fencing Trees and Plantings Keep Kids Away from Road During Operations Clearing Hydrants &Sidewalks Not Placing Snow in Road (cite law) Safely Storing Snow Driving Safety Tips General Winter Safety Tips INTER-DEPARTMENTAL COOPERATION : A KEY ITEM Police Fire Other Department Operations Sewer, water, parks Traffic center Risk management LEVEL OF SERVICE (1/5) (Definition) OBSERVED OR DESIRED PAVEMENT CONDITIONS AT VARIOUS POINTS IN TIME, DURING AN D AFTER, WINTER WEATHER EVENTS LEVEL OF SERVICE (2/5) (HOW LOS IS DESCRIBED) Treatment Timing and Sequence (Priorities) for Various Storm Conditions by Time of Day and Day of Week Level of Effort for Various Storm Conditions A Priority Classification of the Entire Highway System and What Treatment Types and Frequency can be Expected LEVEL OF SERVICE (3/5) (DESCRIPTORS ctd.) Desired Road Conditions at Various Points of Time, During and After Storms Time(s) When Treatment Service will be Diminished or Not Provided When Clean Up Operations Begin and What is Involved 6

7 LEVEL OF SERVICE (4/5) (DESCRIPTORS ctd.) Bare Pavement maintenance Plow & deicer Center and/or Wheel Track Bare Only Plow and Limited Deicer Plow Roads, Treat Intersections Snow Pack Roads Plow, abrasives for traction (generally or in certain locations) Seasonal Roads LEVEL OF SERVICE (5/5) (TYPICAL PRIORITY LOCATIONS) Hills, Curves and Intersections Higher Volume Roads School Bus & Transit Routes Emergency Services Considerations High Accident Locations / Trouble Spots Commercial & Snow Emergency Routes Other - Locally Unique Pavement condition goals Pavement condition goals Pavement condition goals Pavement condition goals 7

8 Level of Service Pavement condition goals All Roads Level of Service Level of Service Highest Priority Roads During Storm Plowing Level of Service Yellow Roads May Not be Plowed During Storm 8

9 TRAINING Key Element Employee Training Program: Everyone needs Training Training is Maintaining your Personnel Training should be a Budget Line Item Training is an Investment TRAINING 2 An Investment In: - proper knowledge - cost reduction - work efficiency &employee improvement - morale boosting & good attitudes - safety & reducing liability - your organization s future PLANNING 1 In the battle against snow and ice, planning and preparation are HALF the battle. 9

10 PLANNING 2 Winter Operations: A Year-Round Activity Primarily a Blueprint for the Agency to Conduct Year-Around Activities that Relate to Snow and Ice Control Seasons of the Year are a Good Organizational Approach Spring Post Winter Meetings Solicit Public Feedback Organize Winter Data Spring Cleanup Conduct Road Field Inspection Develop Plan of Action Spring Post Winter Meetings 4 Rules: - Do It Now! - Involve all Personnel - Run as a Group Discussion Meeting - Take Minutes, Make Lists Post Winter Meetings Discuss Route Problems - Drainage - Manholes & obstructions - Other problems Post Winter Meetings Review Winter Accident Data - Locations - Number - Causes - Possible remedies 10

11 Post Winter Meetings Discuss Equipment Problems - Availability - Number of trucks, plows, spreaders - Breakdowns - List major repair items Post Winter Meetings Discuss Personnel Problems - Shift lengths - Overtime distribution - Call-out procedures - Need for additional crew - Team effort Post Winter Meetings Discuss Operations Problems - Snow alert procedures - Materials availability - Materials effectiveness - Plowing effectiveness - Spreading effectiveness Post Winter Meetings Discuss Interdepartmental Cooperation - Police dept. (enforcement) - Fire dept. (clearing fire hydrants) - Purchasing dept. - Administration Post Winter Meetings Discuss Public / Media Relations - Media coverage - Complaints - Resident cooperation Post Winter Meetings Review Contractor Performance Review Inter-Municipal Agreements Performance Review Inter-Agency Performance 11

12 Spring Solicit Public Feedback Meet with Local Advisory Committee Conduct Public Surveys - Survey forms to residents - Person-to-person at strategic locations Spring Organize Winter Data Inventory Materials / Total Materials Used Total Crew Hours Rented Equipment Changes to Snow Map Changes in Personnel & Equipment Lists from Post Winter Meeting Develop Budget Costs Spring Spring Cleanup Clean, Repair, Store Equipment Check Salt Storage - Covered, sealed from water table Sweep Roads & Streets Clean Drainage Facilities Flush Bridge Decks & Structures - Clean drainage system & bearing areas Clean and Repair Equipment Good storage location and facilities are an asset. 12

13 essential to our total transportation infrastructure Post-winter cleanup is essential to our roads and streets, our bridges, our drainage systems Roads Spring Road Field Inspection Total Infrastructure Inspection Drainage Roadsides Signs Safety Features Make To -Do Lists! Spring Develop A Plan of Action Post Winter Meeting Lists Public Feedback Organized Winter Data Field Inspection Lists Develop a Plan of Action Roadside hardware can be easily damaged over winter by plows or vehicular accidents! to incorporate items into Annual Work Program Summer Start to Implement Action Plan Complete Drainage Repairs Complete Equipment Repairs Complete Obstacle Removal - Lower Manholes Remedy Accident-prone Areas 13

14 Summer Review Needed Changes in Personnel & Equipment Review Existing & Potential Snow Agreements Train & Retrain Operators Prepare Specs & Bid for Materials & Equipment Early Fall Place 1st Order for Salt & Other Materials Finalize Rental Agreements Finalize Snow Agreements with Neighbors and Contractors Early Fall Obtain Weather Service that will provide adequate provide information to your satisfaction Meet with Local Advisory Committee Finalize Snow Map, making needed additions, adjustments,or revisions Late Fall Inspect Winter Equipment, Prepare & Calibrate Meet with Crew to Conduct Winter Training Meet with Union to Discuss any New Procedures Late Fall Mark all Inlets, Bridge Abutments, Traffic Islands, Medians, or Other Obstacles with Delineators Trim Trees Install Snow Fence 14

15 Late Fall Prepare News Releases Meet with Media Reps Meet with Police & Fire Conduct a Dry Run / Wet Run Winter Be Prepared for the 1st Storm! Review Operations During the Storm - Start times - Route clearing times - Materials used - Spot check equipment Winter Review Operations After the Storm - Order more materials - Clean drainage facilities - Push snow back - Clear guardrail and bridge railings - Cut drifted areas - Check, repair delineators - Clean crosswalks, hydrants, etc.. Winter Keep Records! Need Accurate Accounting of All Operations - Accountability - Liability Photos / Video of Conditions Accidents Road after Major and. 15

16 Winter Be Prepared for the Next Storm!...and the Next!...and the Next!! PLANNING This is a Good Place to List Continuous Improvement Activities that Occur Throughout the Year: Meetings Training Forums Committee Activities Suggestion / Improvement / Innovation Programs Living Document Provision and Commitment for the Written Plan and Policy Document Record Keeping RECORD KEEPING (Advantages) Tort Claims and Other Allegations Develop Budget Requests Show Impact of Reduced Funding Measurement of Agency Efficiency and Effectiveness Measure Effect of Improvement Efforts Record Keeping Basic types of snow and ice records Time Operations Locations Materials used Whatever else you need 16

17 Operator s Report Date Operator s name Truck ID Hours worked Routes covered Materials Used Treatment Type Supervisor s Report Date Supervisor s name Road Conditions Problems Actions Weather Supervisor s Report Summary of resources used - Regular time (hours) - Overtime (hours) - Materials (tons/gallons) - Equipment (hours/miles) Cost Reports Develop in-house hourly operating costs based on typical operating procedures Personnel Equipment (FEMA or DOT Rates) Materials RISK MANAGEMENT (Activities and Programs) Insurance or Self-Insurance Status Safety Training Programs Programs to Identify and Remediate High Accident Locations Weather and Road Condition Information Systems (Internal and for Public Distribution) 17

18 Employee Safety Program: Policies RISK MANAGEMENT Key Element Crews - Personal protective equipment Materials handling Vehicles & Equipment Operations Safety Committee Training Tail-gate Safety Talks RISK MANAGEMENT (Activities and Programs ctd.) Accident Investigation / Documentation Procedures Policy and Procedure Training Training on Creating and Maintaining records Environmental Risk Management (Materials Management Plan) WEDDING OPERATIONS 1 This Section Should State and Define the Strategies and Tactics used by the Agency, their Background, Rationale and Areas and Times they will be Used Plow Only Anti Icing Deicing Temporary Friction Improvement (Sand) Combinations and Others Operations: Anti-icing Operations 2 Provide a Glossary of Terms (in Lay Mans terms) of Terminology Relating to Snow and Ice Control 18

19 SPECIFIC TREATMENT GUIDELINES Define in Detail the Process and Factors Considered in Designing Individual Snow and Ice Control Treatments Weather Conditions Pavement Conditions Pavement Temperature Road Classification Application Rate Table RWIS SNOW PLOWING GUIDELINES Speed Cast Tandem & Echelon Plow Angles Managing Windrows Lane Configurations Intersections Ramps & Crossovers Cul Du Sacs Dead Ends Alleys Safety Appurtenances Railroad Crossings Shoulders Benching & Shelving Bridges Plowing MATERIAL SPREADING PROCEDURES Spreading Speed Spread Patterns for Various Conditions and Placement in Lane(s) Banked Curves Hills, Curves and Intersections Parking Areas and Walkways Bridges and Cold Spots Blizzard Treatment Thick Ice and Heavy Freezing Rain Thin Ice and Frost Snow Pack Railroad Crossings TYPICAL MATERIALS SPEADERS V-Box Spreader Tailgate Spreader 19

20 DOOR BELL POST STORM CLEAN UP AND SAFETY RESTORATION PROCEDURES 1 Specific Locations, Procedures for Work Items, Priorities and Time Frames Shoulder Plowing Islands and Pedestrian Areas Railroad Grade Crossings Warrants and Procedures for Loading and Hauling Snow POST STORM CLEAN UP AND SAFETY RESTORATION PROCEDURES 2 Maintaining Satisfactory Pavement Conditions Clearing Sight Distance Problems Pushing Back Benching and Shelving Maintaining Problem areas (List) Drainage Restoration Clearing Bridges and Safety Appurtenances as Necessary Snow Pickup, Hauling & Disposal A costly operation! POST STORM CLEAN UP AND SAFETY RESTORATION PROCEDURES 3 Clearing and Maintaining Drifted and Blow-Over Areas Clearing Sidewalks Clearing Hydrants Clearing Crosswalks Clearing Signs and Signals FLOOD FISHING 20

21 PASSIVE SNOW CONTROL Locations and Types of Features Maintenance Requirements Recommendations for Design and Reconstruction Design that will Minimize or Control Drifting and Blow-Overs PERSONNEL MANAGEMENT 1 Detail the Personnel Rules and Policies that Relate to Snow and Ice control Training Requirements and Certifications Call-In Procedures and Requirements Overtime, Shifts and Scheduling Hours of Continuous Duty Temporary and Reassigned Personnel PERSONNEL MANAGEMENT 2 Fitness for Duty Requirements and Cites Relevant Sections of Union Agreement Guidelines for Interacting with the Public Family Readiness Procedures for Managing Hired, Reassigned and Cooperative Personnel SKIING EQUIPMENT MANAGEMENT (Agency Equipment) 1 Inventory Requirements Equipment and Parts Routine Inspection Procedures Safe Operating Criteria by Type Criteria for Downing Maintenance Schedules EQUIPMENT MANAGEMENT (Agency Equipment) 2 Calibration Procedures Fueling Procedures Authority to Perform Certain Maintenance Procedures Procedures and Warrants for Outsourced Repairs and Maintenance 21

22 EQUIPMENT MANAGEMENT (Outsourced,Cooperative and Borrowed Equipment) Who has What and How Many Activation Procedure Contract Requirements Determination of Priorities Work Management ( if with Operator) Accounting and Required Paperwork SCHOOL FIELD TRIP EMERGENCY OPERATIONS 1 If there is an Emergency Operations Manual. Include relevant portions. If not, Provide some Basic Information: Contact Information for Key Functions in Local, State and Federal Government Road and Bridge Closure Plans Detours and Emergency Evacuation Plans for Every Possible Scenario EMERGENCY OPERATIONS 2 Sources of Help and what they can Provide Maps Showing water Level at Flood Stages Sources of Weather Information Shelter Information Sources of Emergency Provisions Alert and Public Information Systems Reporting Procedures Emergency Fuel Procurement MATERIALS MANAGEMENT PLAN 1 Policy Statement Situational Analysis Identify Potential Threats (Sand, Fluids and Chemicals) and their Control Measures Identify Operations and Storage Locations and their Control Measures Identify Potential Sensitive Areas Material Storage Proper storage of materials is essential - specifically chemical storage Sufficient capacity and proper containment or cover are necessary Solid Liquid 22

23 MATERIALS MANAGEMENT PLAN 2 Training Requirements Monitoring, Record -Keeping, Reporting, Analysis and Action DOG HOUSE LEGAL ISSUES Vehicle and Traffic Law CDL Law (Hours of Operation) Public Officers Law Insurance Law Highway Law Tort Liability APPENDED INFORMATION 1 Beat or Route Maps Personnel Policy Documents Portions of Union Agreements Personnel and Equipment Rosters Listing and Location Maps of Parking Areas for use During Storms and Clean-Up APPENDED INFORMATION 2 Snow Storage and Disposal Locations Maps Showing Emergency Snow Routes and Level of Service Classifications Locations of Emergency Shelters Copies of Applicable Local and State or Provincial Laws MAKE SURE YOUR PLAN IS APPROVED BY YOUR LEGISLATIVE BODY Our Plan Cartoon Figure #3 Planning group with snow policy 23

24 THANK YOU DEWEY AMSLER Phone: Fax: