4/26/ NASC 1. Strategies for Meeting Increased Demand With Constrained Resources. Presented By. Overview Present Situation

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1 Strategies for Meeting Increased Demand With Constrained Resources How One City Is Meeting The Challenges APWA North American Snow Conference April, 28, 2009 APWA SNOW CON 2009 v Presented By Dave Bergner, Superintendent Greg Scharff, Snow Boss Overland Park, Kansas Public Works Maintenance Division APWA SNOW CON 2009 v Overview Present Situation Government revenues declining or flat Public Works agencies face severe budget cuts Competition for limited funds Traffic volumes continue to increase in most jurisdictions; more congestion Snow removal critical for maintaining mobility Changing weather patterns; unpredictability Availability and cost of vital materials a concern APWA SNOW CON 2009 v NASC 1

2 Overview Other Issues to Consider Citizens expect more from governments More federal regulations and mandates More risk and litigation exposure Aging workforce means more retirements and increased physical problems affects staffing Infrastructures growing; older components deteriorating APWA SNOW CON 2009 v So, What Do We Do? No Magic Bullet One Size Doesn t Fit All Been There, Done That Everything Subject To Change Need for Creative Solutions APWA SNOW CON 2009 v Overland Park A Profile Suburb of Kansas City, Missouri Population 175,000; 75 square miles Fairly level terrain Average snowfall is 24 inches Consistently named a Top Ten medium-size city Concentration of commercial and office in south half APWA SNOW CON 2009 v NASC 2

3 Overland Park s Street System, lane-miles; 1700 cul-de-sacs many major arterials are 4-lane divided with turn lanes some of the highest-volume traffic in metro area 250 signalized intersections, fiber-optic system Traffic observation cameras and weather stations Several Interstates and major state routes APWA SNOW CON 2009 v Overland Park Public Works Department Maintenance Division: Street, Traffic, Storm-water and Fleet Sections about 80 FTE two separate district facilities, each equally staffed APWA SNOW CON 2009 v Flash-back; Mid 1990 s Smaller city with fewer lane-miles meant : Less routes Staffed completely by old Streets Division Employees worked round-the clock, no shifts Adequate number of trucks Few if any contractors Cul-de-sacs handled by city 1-ton trucks Black pavement was the goal all the time Operate from one facility APWA SNOW CON 2009 v NASC 3

4 Changes By 2001 Added over 100 lane miles due to rapid growth in south Arterials widened; increased traffic More cul-de-sacs; use contractors for all Former Street Maintenance and Traffic Maintenance Divisions merged; some new positions added Employees from Parks Department incorporated Change to 12-hour shifts Employees from other PW divisions dispatch, inspect APWA SNOW CON 2009 v Situation in 2003 Growth in lane-miles out-pacing snow truck fleet Shortage of drivers and other staff Awareness that routes not equal; range of lane -miles Using lots of material but not efficiently Control from two facilities but coordination and communication a challenge APWA SNOW CON 2009 v Why We Get Paid the Big Bucks Hard times require hard decisions Resistance to change expected The rubber band can stretch only so far APWA SNOW CON 2009 v NASC 4

5 So, What Did We Decide? Snow removal remains HIGH priority Public expects TOP performance Need for changes to meet challenges Everything subject to revision APWA SNOW CON 2009 v First Things Level of service still realistic, feasible? Compare to other agencies Major policy changes may be unpopular/ controversial Some sacrifices necessary Who decides? APWA SNOW CON 2009 v Service Level Changes Considered Existing priority street classification Reduce clearing of cul-de-sac bulbs No curb-to-curb on residential streets Curtail plowing operations overnight Reduce use of salt APWA SNOW CON 2009 v NASC 5

6 Next, Staffing Develop models based on service level scenarios Identify shortfalls; explore sources of additional staffing Change work schedules/ shifts? Union, Civil Service or Labor law restrictions? APWA SNOW CON 2009 v Contracting Pro and Con Quick-fix to cover shortage of trucks and/or personnel Contracts have to be tight to avoid problems Costs could be excessive Hidden costs of administration, inspection APWA SNOW CON 2009 v What About Technology? GIS for gathering segment mileages AutoCad for route mapping Other software to aid route decisions GPS/AVL for real-time reporting Weather forecasting/current reports MDSS APWA SNOW CON 2009 v NASC 6

7 More Materials.. alternative chemicals Materials.. purchasing and storage options Training.. computer-based becoming available Equipment. standardization, preparation Fleet options lease, lend-share with others APWA SNOW CON 2009 v Taking a Hard Look. Reviewed all routes: significant imbalance as to lane-mileage for each difference of more than 20 miles on arterials difference of more than 30 miles on areas configurations were jig-saw puzzle classification of streets inconsistent shared border streets with 9 other jurisdictions APWA SNOW CON 2009 v Changes to Street Classifications Dropped from 4 to 3 classes of streets: arterial collector residential and CDS Determined that special classification for schools, hospitals, commercial and office areas not needed as already on arterial or collector streets APWA SNOW CON 2009 v NASC 7

8 Changes Arterial Routes Reconfigured based on target of 50 lane-miles each: 1 hr to complete one spread pass 2-3 hours to complete one plow pass extended turn lanes and mid-block turn bays may not be initially covered re-aligned to make more compact, identifiable APWA SNOW CON 2009 v Changes Area Routes Reconfigured based on target of 50 lane-miles each: includes neighborhood collector and residential streets 1-2 hours to complete spreading on collectors 2 hours more to complete spreading on residentials 2 hours for one complete pass plowing collectors 8-12 hours for one complete pass plowing area truck did not plow CDS bulbs, spread only squared areas using arterials as boundaries APWA SNOW CON 2009 v Changes Cul-de-sac Routes Rebalanced to about 50 CDS per route: mostly use collector or arterial streets as boundaries difficult to keep aligned with regular areas uneven distribution; most in south half of city APWA SNOW CON 2009 v NASC 8

9 Other Changes Added personnel by recruiting volunteers from employees in Fire, Parks, Planning and other PW divisions not already required. Bonus incentive system began in 2007 to recruit more. Those without CDLs assigned to drive 1-ton plow trucks to handle problem spots or certain CDS routes APWA SNOW CON 2009 v Changes, continued Began mothballing reserve trucks ; reduces unnecessary wear and expedites prep work in fall Converted one single-axle flat-bed to snow truck Outfitted hook-lift truck with plow and spreader Replaced some ½ ton pickups with 1 or ¾ ton 4WD trucks with plows APWA SNOW CON 2009 v More Recent Changes Revised training; senior operators as instructors Even veteran employees unaware of certain methods Standardized truck specifications Buy new trucks turn-key ready; no more in-house fabrication or buying components to be assembled by another vendor APWA SNOW CON 2009 v NASC 9

10 Changes and More Changes Have area route trucks plow loop through CDS bulb: Instead of using contractors to clear from center area trucks turn in bulbs anyway so plow when there initial reaction from residents mostly favorable some complained but now accept as norm substantially reduces need for CDS contractors APWA SNOW CON 2009 v And Still More Changes Restated Level of Service in Snow Manual: arterials and collectors will still be bare pavement when conditions allow residential streets will usually not be completely clear curb-to-curb but open through center cul-de-sac bulbs may not be totally cleared APWA SNOW CON 2009 v Changes Still Reduce salt from lbs/lm to lbs/lm Pro-active anti-icing pre-treatment, even residential streets Study of alternative chemicals; trial of one product Installing AVL on trucks; 50% complete Re-calibrated all truck spreaders, including contractors locked the calibrations and spreader mechanisms APWA SNOW CON 2009 v NASC 10

11 Overland Park s Snow Routes, major arterial routes each handled by team of two tandem-axle trucks 2 of these are Super Routes with a third truck 27 one-truck areas collector, residential and cul-de-sacs 2 of the areas have an X or extra truck assigned 34 cul-de-sac route by small-truck (1-ton or less) APWA SNOW CON 2009 v Overland Park s Snow Fleet single-axles with flow-and-dump and wing plows 19 tandem axles with flow-and-dump and wing plows 4 one -ton 4x4 with plow and spreader 3 one-ton or ¾-ton 4WD with plow only 2 one-ton 2WD with plow only several conversion trucks (stake-bed and hook-lift) fitted with V-box spreader and front plow APWA SNOW CON 2009 v Other Elements PARKS Dept. handles City parking lots Has several 1-ton 4x4 trucks for main facilities lots Use contractors for others Fire Dept. has two light trucks with plows to handle fire station lots APWA SNOW CON 2009 v NASC 11

12 Overland Park s Program Staffing Each shift has: Snow Boss or Shift Captain 4 sector supervisors 40 plow truck drivers plus several substitutes 5-7 contractors (large trucks) 2 dispatchers and two substitutes two loader-operators and a substitute 2-3 mechanics Also have first responders and mop-up teams APWA SNOW CON 2009 v Cul-de-sacs Require Additional Resources Use mostly contract small trucks (1-ton or less) to clear cul-de-sacs from center outward Deployed when snow is over 4 and storm near end Requires special team of Coordinator, two dispatchers, one call-taker, four inspectors per 12-hour shift APWA SNOW CON 2009 v Overland Park s Program Planning a year-round activity Complete route revisions by early September Update policies, procedures, protocols Equipment prep begins after Labor Day Metro area Snow Rodeo in early October Training and Refresher sessions for drivers October Snow Rally for all staff in late October Dry-Run for all drivers early November APWA SNOW CON 2009 v NASC 12

13 Current Materials and Application Rates Typical application is lbs of material per lane mile Salt, sand/ salt mix with calcium chloride Experimenting with alternative chemicals Salt storage capacities of 20,000 tons (barns and cave) Material handling: 2 wheel loaders, backhoe, self-powered salt conveyor APWA SNOW CON 2009 v What About Next Season? Some turnover expected; hiring freeze likely Aging work-force; higher probability of long-term medical/ physical problems CDL/ DOT issues Truck fleet older; higher maintenance costs, less reliability Recruiting qualified contractors could be difficult APWA SNOW CON 2009 v Other Considerations Number of available trucks not sufficient Costs of using contractors has risen Buy additional trucks instead paying contractors? Where to get additional plow truck operators? APWA SNOW CON 2009 v NASC 13

14 Budget Situation Worsens Additional reduction of in FY 2009 operating appropriation from adopted Less than FY 2008 actual expenditures Severe reduction in capital for equipment 2010 budget may be same or worse Costs of salt, fuel likely to increase APWA SNOW CON 2009 v Other Factors Will have additional lane -miles and cul-de-sacs from continued development and reconstruction More people, more traffic Unpredictability and variability of weather; frequency, intensity, type, amount, timing Sustainability and environmental impacts APWA SNOW CON 2009 v Changes for Next Season Will have to create another Super Route for major arterials; add a third truck to it Currently reviewing AVL tracking reports to determine revisions to route sequence patterns for both arterial and area routes Precise block-by-block routing Quality control monitoring APWA SNOW CON 2009 v NASC 14

15 Stay on Track Expand use of portable GPS units programmed with all routes; gives operators clear, concise, accurate directions and instructions Same GPS units will record actual driving, particularly by contractors on CDS routes APWA SNOW CON 2009 v Plans for Next Season Cul-de-Sacs Reduce cul-de-sacs plowed by contractors by 41%; eliminate those with center islands, no houses or driveways, half-moons, etc. Consider eliminating total clearance in remaining CDSs; Area truck continue to plow a wide loop in the bulb Use contractors only when depth of snow excessive APWA SNOW CON 2009 v Re-Cap Review levels of service and expectations Realign employee assignments/ schedules Review street classifications and routes; revise as needed for growth and traffic pattern changes Use AVL reports as basis for route optimization APWA SNOW CON 2009 v NASC 15

16 Re-cap employ new technologies emphasize training equipment prep and maintenance explore new materials and applications APWA SNOW CON 2009 v Re-cap Consider different materials purchasing arrangements for lower costs Get employee and other stakeholder feedback Keep policy-makers and public informed APWA SNOW CON 2009 v Questions? Comments? For further information, contact: Greg Scharff, , Janet Luessenheide, re route design APWA SNOW CON 2009 v NASC 16