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
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
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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| East Campus | North Campus | Central Campus | West Campus |
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- 13th & Agate Intersection
| AAA Studios (ADA access) | 13th sidewalks at EMU | Clinical Services |
| CPFM entrances | Health Center entrances | HEDCO |
| Agate St. Crosswalk at 14th Ave. | Zirc (ADA access) | Johnson Hall | Music West steps |
| Columbia Garage |
| Knight Library |
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| Ford Alumni Center North |
| LTD Station to |
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| Global Scholars Hall North |
| McKenzie/Computing ramps |
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| Kalapuya Ilihi North |
| Lot 12 Apron |
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Knight Law SW entrance |
| North LISB |
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| Moss Street Childcare Center |
| Onyx Bridge |
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| Vivian Olum Childcare Center |
| Oregon Hall main entrance |
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| Ramp to Library Science Roof |
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| Steps at the following buildings: - Chapman
- Columbia
- Condon
- University
- Fenton
- Villard
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| Straub Park West sidewalk |
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| Student Rec Center |
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Priority 2
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| These buildings/locations are inspected by the fourth hour of the shift |
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- Bean & EMU - main walk between these bldgs.
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- University Hall - West approach to building
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- Housing slopes/approaches
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- Knight Library - Slopes East of bldg.
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- Primary Walking/Biking Routes
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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) |
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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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