Jennifer Fukala, Executive Director: Downtown Neighborhood Association of Elgin

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1 To: Jennifer Fukala, Executive Director: Downtown Neighborhood Association of Elgin Mayor David J. Kaptain City Council Corey D. Dixon Terry L. Gavin Rosamaria Martinez Tish S. Powell Carol J. Rauschenberger Toby Shaw F. John Steffen City Manager Richard G. Kozal From: Aaron Neal, Public Works Superintendent Date: December 11 th, 2018 Re: City of Elgin Ice and Snow Removal Policies This document is to be used to assist business owners and residents within the Central Business District of Elgin to help set expectations in the event of accumulating snow and/or ice. The information being provided is from the City of Elgin s Ice and Snow Control Manual which the Public Works Department uses as a baseline for all winter response initiatives. This information, which is being extracted from the full 78 page document, can be shared with all constituents who reside within the boundaries covered by the Downtown Neighborhood Association as it will provide a clear look into the city s response to ice and snow events. INTRODUCTION The City of Elgin is situated within the moderate snowfall band, receiving an annual average snowfall of approximately 38 inches (NOAA), although snowfall totals in excess of 90 inches and less than 10 inches per year have occurred. The task of keeping Elgin s approximately 396 centerline miles of streets safe for vehicular traffic during and following winter storms is the responsibility of the Department of Public Works. The Department takes this charge seriously and has no single program that utilizes all of the available resources as completely as the snow and ice control program. This plan outlines the procedures and resources utilized to achieve the goal of keeping the streets as safe as possible during snow events. MISSION STATEMENT

2 It is the mission of the Department of Public Works to maintain an ice and snow removal program that provides efficient service consistent with the needs of the Elgin community. This is to be accomplished by being equipped with the appropriate snow fighting equipment, technology and materials, utilizing a well-trained staffed and being properly organized and prepared for winter storm events. Ice and snow removal and shall be provided to the Elgin community consistent with industry recognized best practices where applicable and shall be compliant with current city standards. STORM RESPONSE IN ICE ANDS SNOW EVENTS For the purpose of coverage under the plan, the City is divided into twenty-three routes, sixteen (16) of which are residential routes and seven (4) of which are main routes. A Duty Supervisor and two Public Works Crew Leaders are on call from November 1 st through April 30 th each snow season. It should be noted in the case of a severe snow event, it may be necessary to have more than one supervisor on duty. Weather forecast information is received at the Department of Public Works Snow Command Center via a subscriber weather service (Continental Weather Service) and satellite radar and online subscriber service (Telvent DTN). The Street Supervisor and the Duty Supervisor (the scheduled on call supervisor) are primarily responsible for monitoring information and advising the rest of the supervisory staff in the department of any potential storm or forecast that would require the need for snow and ice intervention. The Public Works management staff will decide what immediate and/or standby action is needed and take the necessary steps to see that the action is taken. After hours weather forecast information is also received by the Duty Supervisor at their home. When an alert is received or a storm is pending, the Duty Supervisor will notify the Crew Leaders on standby and take the appropriate action. The Duty Supervisor will then notify the appropriate Public Works staff as warranted. LEVEL OF RESPONSE This level of response can, in general, be built around several different scenarios: I When temperatures may cause a frost During normal working hours, anti-icing chemicals are applied to areas such as bridge decks, hills, the Central Business District, and potential trouble areas as a preventative measure. Particular parameters exist during which anti-icing chemicals are to be applied. These parameters are considered through the determination chart included within this document. II. Forecast for 4 or less of snow Salt trucks may be dispatched throughout the City when the Duty Supervisor recognizes that a snow or ice event is imminent. Trucks dispatched may begin with road treatment as necessary depending on the event.

3 Upon notification of a snowstorm, the Duty Supervisor will contact the parking lot plowing contractor and the cul-de-sac plowing contractor to put them on alert to the possibility of plowing the parking lots and the cul-de-sacs and alleys. Plowing/salting of cul-de-sacs is the responsibility of the assigned route salt truck driver in the event of a two (2) inch or less snow event. It is the goal of the Department of Public Works to have this type of snowfall completely cleared within eight hours after the snowfall ceases. Forecast for 4 to 8 of snow Projected staffing for the event may require the use of two shifts (typically split into two twelve-hour shifts) to deploy salt trucks for the initial call out based upon the judgment of the Public Works Management Staff. This response may include sending a shift of drivers home to rest so they can work safely throughout their shift. The initial response may include up to dispatching salt trucks throughout the City when the Duty Supervisor is notified that a snow or ice event has begun. If accumulation of snow is less than one (1) inch when the event begins and the accumulation rate is slow, salt trucks may apply salt to hills, bridges, and intersections as needed until the accumulation increases. Upon notification of a snowstorm, the Duty Supervisor will contact the parking lot plowing contractor and the cul-de-sac plowing contractor to put them on alert to the possibility of plowing the parking lots and the cul-de-sacs and alleys. It is the goal of the Department of Public Works to have this type of snowfall completely cleared within 12 hours after the snowfall ceases. Storm predication of 8 or more, with storm lasting more than 24 hours Projected staffing for the event may require the use of two shifts (typically split into two twelve-hour shifts) to deploy salt trucks for the initial call out based upon the judgment of the Public Works Management Staff. This response will likely result in sending a shift of drivers home to rest so they can work safely throughout their shift. The initial response may include up to dispatching salt trucks throughout the City when the Duty Supervisor is notified that a snow or ice event has begun. If accumulation of snow is less than one (1) inch when the event begins and the accumulation rate is slow, salt trucks may apply salt to hills, bridges, and intersections as needed until the accumulation increases. Upon notification of a snowstorm, the Duty Supervisor will contact the parking lot plowing contractor and the cul-de-sac plowing contractor to put them on alert to the possibility of plowing the parking lots and the cul-de-sacs and alleys These types of snowfalls are infrequent; however when they do occur they are planned for with thought that multiple split shifts will be required in order that the ice and snow

4 is removed from city streets. It is the goal of the Department of Public Works to have this type of snowfall completely cleared within 24 hours after the snowfall ceases. V. Ice or Freezing Rain Anti-icing chemicals may be applied prior to the event. Roads may be pre-treated with rock salt. Once the forecast precipitation begins salt truck drivers will typically begin applying material as necessary until the conclusion of the event. PUBLIC SIDEWALKS Clearing sidewalks around public buildings in the Central Business District and other locations outside of the Central Business District will begin when practical and as necessary. Current staffing requires that maintenance crews assigned to specific buildings (such as the Hemmens and Centre) will provide for the clearing of sidewalks during and after a storm. Community Restitution workers will be assigned to supplement maintenance crews as they are available. The city, by ordinance, does not require property owners to remove snow from any publically owned sidewalk. However, the city encourages all property owners to remove snow from sidewalks to provide clear transportation points ensuring safety for pedestrians. Building owners are encouraged to clear sidewalks adjacent to their properties and storefronts. In some cases business tenants may be responsible for snow removal on sidewalks based on the terms and requirements outlined in their lease agreement..hauling snow from the Central Business District may commence following the conclusion of an event as deemed necessary, when staffing permits. The Public Works Department has inventoried sidewalk locations which are maintained after a snowfall has stopped. Crosswalks should be cleaned and salted the day after the snow storm. These walks are located in the Center City area. In general, the above criteria incorporate high volume pedestrian sidewalks. Sidewalks that do not fall into the above criteria are not plowed by the City and shall be cleared by the adjacent property owner or merchant. Snow removal and salting will be undertaken on City properties as required. PARKING LOTS Public Works is ultimately responsible for the clearing of public parking lots at city owned facilities. This operation shall include the salting and plowing that is done by a contractor for the current snow season. The coordination with the contractor and the inspection of the work performed will be the responsibility of the Duty Supervisor and the Duty Crew Leaders. Snow is to be deposited in parking lots in a manner that is the least disruptive to parking as possible. No snow shall be placed in crosswalks or pedestrian areas. When accumulations are deemed excessive, the snow will be hauled out of the various lots. SNOW HAULING

5 LOCATIONS The City will haul snow from the Center City area, when, in the judgment of the Public Works Management Staff, snow accumulations are interfering with citizen accessibility to the adjacent businesses. Snow will also be hauled from all City-operated parking lots when snow accumulations interfere with access to parking spaces which have been temporarily utilized for snow storage. Hauling from parking lots will often be the last operation of a snow event. Special consideration must be given to the Spring St. Parking Facility (height limit) for snow removal. OPERATIONS During normal plowing operations, snow is plowed to the curb for storage. When stored snow becomes too great, hauling of snow will be scheduled when practical.

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