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

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Facilities staff may prepare throughout the summer, anticipating the need to be fully organized and supplied by October 15 of each year.

In mid-October, prior to the snow, ice, windstorm, and flood season, the Director of Facilities Services (FS), Associate Directors for Facility Services, and Landscape Maintenance Supervisor shall meet to review the inclement weather plan, ensure its accuracy, and recommend any changes.

Before this annual review, storm-response equipment and materials (refer to Appendix G for this list) will be verified, supplies ensured, and all snow- and ice-related supplies and equipment inspected by each department’s respective supervisor.

The table below summarizes these responsibilities:

Shop	Responsibilities
Landscape Supervisor	Verifies that retainer agreements are in place to contract use of plows and chippers for inclement weather use
Maintenance Support	Brings in traction sand and orders deicer (see Appendix G). Also reviews and updates Storm Drains Overview document
Maintenance Support Landscape Maintenance Mobile Equipment	Inspect and test cold-weather and snow-removal equipment
Mobile Equipment	Inspects tire chains
Maintenance Support Carpentry	Prepare for high winds and low temperatures
All Shops	Double-check snow shovels and other cold/snow-related equipment, ensuring adequate inventory, safety, and function. Also, verify stock of first-aid items normally kept on-hand

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.

Landscape & Maintenance Support Preparation

Landscape and Maintenance Support mount cold weather/snow removal equipment
Landscape staff prepares to sand walkways
Facilities Service staff to sand and/or plow roads and parking lots, or arrange with contractor depending conditions and work load of FS staff
Landscape and Maintenance Support staff place stockpiles of sand-filled buckets at various locations
Supervisors schedule weekend/holiday overtime shifts, as needed
Landscape staff empties vehicles of non-snow-related material
Landscape staff stocks sand and deicer for easy access by departments
Landscape Supervisor coordinates with Custodial Manager to distribute tools and supplies to Custodial staff

Custodial Department Preparation

Ensures that employees are aware of the upcoming weather forecast
Check supplies of winter gloves and yak tracks, order more if necessary, and then prepare them for distribution
Ensures that Custodial Services has access to sand and/or deicer and flat shovels

Mobile Equipment Preparation

Confirms the operational status of spreaders
Assists in installing snow implements

ATTENTION: Use of chemical deicer is not a primary strategy for snow and ice removal. Consult with the Landscape Supervisor, Associate Director of Environmental Services, or your supervisor before applying deicer, unless you have been instructed to apply it.

Levels of Preparation

Level 1 – Minimal Accumulation with Above-Freezing Temperatures Predicted:

Highest priorities for clearing, sanding, and deicing to ensure accessibility to main entrances, exterior stairways, curb ramps, major walks & crosswalks, footbridges, designated building ADA access routes, and any walk surface greater than 5° of slope.
The main departments designated to clear snow are Landscape, Maintenance Support, and Custodial Services. Each department’s role depends on the time of day that the snow arrives.
At night, Custodial Services will clear building entryways, exterior stairs, and ADA access ramps that lead to the building of the custodian’s respective buildings, with the goal of having these areas cleared by the end of the graveyard shift, at 6:30 a.m.
Beginning at 6 a.m., or prior if early shifts have been scheduled for the emergency, the Landscape Department will be the primary department responsible for clearing snow.
Landscape Department removes accumulations and dispenses sand on paved areas.
Solid Waste Department will have a second person ride in the garbage truck to assist with moving dumpsters.

Level 2 – Moderate Accumulation:

Highest priorities are clearing, sanding, and ensuring accessibility to main entrances, exterior stairways, curb ramps, major walks & crosswalks, footbridges, designated building ADA access routes, and any walk surface greater than 5° of slope.
The primary departments that will clear snow are Landscape Maintenance, Custodial Services, and Maintenance Support. Other departments may assist as available, including Moving Support and Mobile Equipment.
Landscape Maintenance will use a tractor to clear pickup areas in select locations (Appendix C), according to the day of the week.
Solid Waste will have a second person ride in the garbage truck to assist with moving dumpsters.

Level 3 – Heavy or Prolonged Accumulation:

Snow clearing (if possible), sanding, and deicing priorities are limited to accessible main entrances, exterior stairways, and heavily-used building entries. This will be based on the priority facilities list and coordinated by the Landscape Supervisor.

Main Transportation Routes for Snow Plow

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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:

East Campus	North Campus	Central Campus	West Campus
13th & Agate Intersection	AAA Studios (ADA access)	13th sidewalks at EMU	Clinical Services
1715 Franklin Blvd	CPFM entrances	Health Center entrances	HEDCO
Agate St. Crosswalk at 14th Ave.	Zirc (ADA access)	Johnson Hall	Music West steps
Columbia Garage		Knight Library
Ford Alumni Center North		LTD Station to
Global Scholars Hall North		McKenzie/Computing ramps
Kalapuya Ilihi North		Lot 12 Apron
Knight Law SW entrance		North LISB
Moss Street Childcare Center		Onyx Bridge
Vivian Olum Childcare Center		Oregon Hall main entrance
		Ramp to Library Science Roof
		Steps at the following buildings: Chapman Columbia Condon University Fenton Villard
		Straub Park West sidewalk
		Student Rec Center

Priority 2 -

These buildings/locations are inspected by the fourth hour of the shift
Bean & EMU - main walk between these bldgs.
University Hall - West approach to building
Esslinger
Gerlinger slopers
Hendrick Ramps
Housing slopes/approaches
Knight Law School
Knight Library - Slopes East of bldg.
Lawrence Alley
Lokey Education
PLC ramps and steps
Primary Walking/Biking Routes

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.

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Graveyard-Shift Buildings (10:00 pm-6:30 am)
Agate Hall & Annex	Gerlinger Annex
Allen Hall	HEDCO
Anstett Hall	HEP Mod/Offices
Cascade Hall/Annex	Huestis Hall
Chiles Hall	Klamath Hall
Columbia Hall	Knight Law
University Hall	Knight Library
Education West	Lawrence Hall
Lillis Hall	McKenzie Hall
Onyx Bridge	Pacific Hall
Peterson Hall	Streisinger Hall
ROTC/LERC	Villard Hall
Vivian Olum	Volcanology
Willamette Hall

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:

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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.

Download Full Document for Appendices

Inclement Weather Plan