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

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 Facilities 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 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 on conditions and workload 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.

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

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

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.

Main Transportation Routes for Snowplow

PROLONGED FREEZING/ICE ACCUMULATION

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

Priority Facilities

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 sandbags, 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.

Download Full Document for Appendices

CPFM Work Management Knowledge Base

Inclement Weather Plan