OVERVIEW 

  This document outlines a consistent, thorough response to managing inclement weather, so all parties involved know accepted methods and procedures. As this document details, inclement weather occurs mainly in winter and includes snow, ice, freezing temperatures, flooding, and wind.

Responsibilities : 

AVP, CPFM, Response Team Leaders

Scope:                                               

These standards and procedures apply to all CPFM employees who are involved with inclement weather response and management. 

Statement:

Following accepted standards and procedures provides clear and thoughtful management of inclement weather preparedness. Doing so will minimize damage or injury and maximize safety, security, and productivity. The following details outline the roles and responsibilities of all relevant parties.

PREPARATION

SNOW

The Director of Facilities Services, Associate Director of Facility Services, Landscape Maintenance Supervisor, and On-Call Associate Director will monitor weather conditions and determine when to implement the snow response plan. When the decision is made to implement the plan, the Landscape Supervisor will email all FS Supervisors with forecast details and any other pertinent information. At this time, department supervisors will begin to notify employees of possible schedule changes and prepare for the weather, accordingly. The primary source of weather forecasts is NOAA.  

Levels of Preparation

Main Transportation Routes for Snow Plow

These routes are the primary transportation routes for the campus community.  These corridors are the highest priority for snow removal. See Appendix D for Inclement Weather Map.

• Main West/East Corridors
  • East 13th Avenue from Kincaid to Columbia Street
  • East 15th Avenue from University Street to Moss Street
• Main North/South Corridors
  • University Street from East 13th Avenue to East 18th Avenue
  • Agate Street from Franklin Boulevard to East 18th Avenue

PROLONGED FREEZING/ICE ACCUMULATION

• Freezing Temperatures—Overnight Temperatures or Sustained Temperatures of 28° or Below
• Moisture plus Forecasted Temperatures Below Freezing

Priority Facilities

Priority 1
Landscape and Maintenance Support staff will inspect these buildings/locations at the beginning of the shift to assess conditions and respond, as needed: 

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Priority 2

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Priority 2

Priority 3

The rest of campus is visited and patrolled, as needed.

Custodial Responsibilities

Custodians will clear the exterior areas in front of their respective buildings, or as otherwise directed by their supervisor/coordinator. Supervisors and/or coordinators will spread sand outside their shift’s buildings, if necessary.

Building Systems Responsibilities:

• Inspect critical drains (both at ground and deck level)
• Disconnect exterior hoses
• Inspect all mechanical rooms for leaks
• Check set points for freeze alarms for AHU’s and pumps (Siemens)
•  Inspect all flat-top roofs in the science buildings (19)
• Inventory and inspect emergency equipment (including first aid)
• Inventory and order emergency supplies (deicer, sand, etc.)
• Check availability of crew for weekend and after hours

FLOODING

• Predicted heavy rainfall:
• Landscape Supervisor notifies Facilities Supervisors when more than 1” of rain in 24 hours is predicted, or soils are saturated and continuing moderate rains are forecast
• Maintenance Support and Landscape staff review storm drains map
• Overtime shifts are scheduled, as needed
• Maintenance Support and Landscape staffs monitor critical storm drains and sumps (see Appendix G)

For extreme events, Facilities maintains a stockpile of 1000 sand bags, tarped and stacked on pallets in the storage yard. These will be deployed to campus areas vulnerable to flooding when a rain period totaling more than 5” of rain is predicted. In particular, the five locations on the following pages are of specific concern:

WIND

Building Systems:

• Staff monitors and inspects roofs, windows, flashing, and other structures likely to be damaged by high wind.

Landscape:

• Landscape staff monitors trees for damage. In the event limb breakage or tree failure, staff notifies the Landscape Supervisor, who may then notify the Associate Director of Environmental Services, UOPD, and Environmental Health and Safety.  
• In the event of substantial tree damage that poses a risk to the public or impedes access on campus, the Landscape and Maintenance staff will implement hazard zone markings in coordination with Environmental Health and Safety.
• The Landscape staff also monitors drains for obstruction caused by a large volume of tree debris from wind, as high winds are often accompanied by rain.

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