Policy. Facilities. Effective Date: July 14, 2014 Supersedes. Subject: Snow and Ice Removal Policy. Rev. 0. Initiated by: Approved by:

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1 Facilities Subject: Snow and Ice Removal Policy Initiated by: Shawn Connolly Associate Vice President University Facilities Policy MFP-005 Effective Date: July 14, 2014 Supersedes Rev. 0 Approved by: Gregory Bressler Vice President for University Facilities STATEMENT OF POLICY To guide University employees bearing the responsibility for removing snow and ice from campus streets, parking lots, walkways and entrances to buildings as immediately and completely as possible. 1. The Primary responsibility for the removal of snow and ice resides in the Grounds and Housekeeping departments under the direction of the Executive Director, Facilities Services. 2. Snow & ice pose a significant hazard to the University community. As such, during a snow event, snow and ice removal take precedence over regularly assigned duties. Workers assigned to snow and ice removal will remain in that assignment regardless of whether they are being compensated at the regular rate or emergency snow rate until released by Executive Director, Facilities Services or the Director of Grounds Services. 3. The Executive Director, Facilities Services and the Director of Grounds Services will evaluate the intensity and the storm and make a determination of what additional resources may be required. 4. Snow Removal equipment can be large and require specialized skill to operate. Based on the type and intensity of the storm the Executive Director, Facilities Services and the Director of Grounds Services will evaluate the need and call in employees who poses those skills. 5. Facilities Logistic Support and Facilities Maintenance & Energy Management employees are classified as Essential Service Personnel and are not affected by University closings or delays.

2 6. All employees are required to fill out the Snow Removal Sign up Sheet. 7. A roster of all employees will be maintained showing a history of their participation in weather emergencies. All refusals must be documented. 8. All equipment (powered and manual) will be assigned by the Director of Grounds Services. Each employee will be held responsible for damage to or loss of his or her equipment. WEBSITE ADDRESS FOR THIS POLICY PLANNING 1.1 Snow Event Planning The Ten Day Look Ahead available via the internet weather service will be used as a tool to assist in the pre-planning of upcoming snow events. The Director of Grounds Services, Grounds and Landscape Supervisors, and all Facilities Managers are required to view the ten day lookahead weather forecast for the purpose of pre-planning and notifying their staff regarding a pending snow event. 1.2 Communication, Meetings & Information Main Meeting Place: The University Facilities Conference room is designated as the primary meeting place during snow events. 1.3 Employee Notification If snow or ice conditions occur during working hours, the removal process will begin as needed. University Facilities employees may be required to remain at work if the threat of snow/ice is severe. If it has been determined by the local weather forecast that there is a winter storm warning, a memo providing approximate dates and reminding the essential staff of their responsibilities during snow events will be provided to Facilities Services employees and University Facilities Managers from the Director of Grounds Services. During non-business hours, prior to a predicted Snow Event, the Director of Grounds Services will monitor the conditions on the MSU Campus by communicating with Grounds Services Staff working on campus, and/or the University Police, and/or having staff on site in advance of a predicted Snow Event. The reported conditions will determine the level of response. If warnings are issued during non-business hours, the Director of Grounds Services will initiate the recall process. 1.4 Hours of Work Called In to Work a Snow Event and Assignments: The only staff members permitted to work snow and ice removal during a snow event are staff who have been held over or called in and assigned. To ensure safety and the proper amount of staff to complete the task of removing the snow, there will be shifts along with rotating breaks and down time. Break Times -Breaks will be assigned during a snow event to ensure safety and alertness during the snow removal process. The guidelines followed will be a fifteen-minute break every two Snow and Ice Removal Policy 2

3 hours with a 30-minute lunch, dinner, or breakfast break depending on the day and time of the snow event. Snow Zone Leaders are responsible for ensuring that employees working in their zone are provided with prescribed breaks. Down Time While it is a primary responsibility of the snow removal effort to keep the University open, safety of the staff, students, and University assets is the number one priority. The effort to remove snow & ice is physically taxing. Employees can become fatigued. The Supervisors and Managers will remain watchful for employees who could be in that condition. Employees are encouraged to let their supervisor know if they feel they are becoming too fatigued. The Executive Director, Facilities Services and the Director of Grounds Services along with Supervisors will ensure that employees working overnight during an event get down time on a rotational basis. 1.5 Attendance All employees are expected to be in attendance at work at all times specified by a prearranged schedule of work hours Absences from work may be excused, consistent with standing policy, for individual employees for individual reasons. In such cases, accrued leave credits will be charged, as appropriate Independently of the issue of employee attendance, the President of the University may determine that University classes shall be cancelled. In such cases: All Facilities employees are expected to be in attendance at work Accrued leave credits will be charged, consistent with standing policy, for individual employee absences Emergency procedures declared by a State Authority may result in early release of University employees, closings, and late openings. In such cases: Most University employees are expected not to be in attendance at work Most University Facilities Employees employees will be required to work to provide essential services. These employees will generally be notified of this requirement in advance. Depending on conditions at the time, others may be notified by telephone Employees who are specifically required to work to provide essential services will be paid at regular rates for all hours of their regular work shift and at emergency rates thereafter All employees are required to fill out a Snow Removal Sign-Up Sheet by November 14 th (attached) Shop supervisors will forward the sign up forms to the Director of Grounds Services by November 14th. The Director of Grounds Services will maintain snow removal list by seniority, according to capabilities, to be used when employees are called for snow removal efforts. Snow and Ice Removal Policy 3

4 2.0 Responsibilities The Director of Grounds Services will provide updates to University Facilities managers and supervisors at monthly meetings to explain the processes to be followed when reporting for snow removal. 2.1 Director of Grounds Services Evaluates the overall effectiveness of the snow & ice removal program and employee performance and institutes change where required. Conducts hourly check-ins with University Police through the duration of the storm for effective flow of information regarding removal efforts. Reports campus conditions to the Associate Vice President of University Facilities by 3:00 a.m. on all days classes are scheduled, including weekends. Deploys heavy equipment and coordinates outside assistance to remove and/or pile snow from parking lots and other campus locations. Coordinates the movement of vehicles from overnight parking lots and snow removal from these lots. Other specific responsibilities include: 1. Ensures the availability of all resources needed such as shovels, salt spreaders, rain gear, boots, gloves. 2. Recalls/detains employees as per defined levels above 3. Dispatches snow plows and/or salt trucks to main and arterial campus roads, parking lots, and loading zones. 4. Dispatches tractors and/or snow blowers to plow and/or salt mall areas, sidewalks, walkways, and adjacent surfaces. 5. Deploys crews to shovel and salt stairways, sidewalks, ramps, and cut curbs. 6. Makes personnel assignments and delineates snow removal routes. 7. Provides timely information to University Police, the Customer Service Center, and Parking and Transportation Services. 8. Vehicle and equipment assignment 2.2 Associate Vice President, University Facilities The Associate Vice President will be in contact with the University s Chief of Police on an ongoing basis and will provide a campus conditions status report between 4:00-4:30 AM to the Vice President University Facilities on all days classes are scheduled. The VP will communicate with the Office of Communications to provide a status report so that the University Community, media, etc. can receive updates as necessary. 2.3 Customer Service Center 1. Receives phone calls, s, and online work requests from campus community; relays concerns, work requests, etc. to Director of Grounds Services. 2. Creates Snow/Ice Work Order Reports to be sent to the Director of Grounds Services and his/her designees during and after snow/ice events. Snow and Ice Removal Policy 4

5 3.0 Vehicle and Equipment Assignment The Director of Grounds Services will assign all powered equipment to personnel. If snow begins to fall during working hours, all vehicles assigned to Facilities employees must return to the Maintenance Building for reassignment by the Director of Grounds Services. The Director of Grounds Services will assign all vehicles and equipment to staff. When this happens, a worksheet with a checklist will be filled out acknowledging the condition of the equipment. The user will sign the vehicle checklist. Every time there is an equipment exchange, this process will take place. The Director of Grounds Services will be given these documents and prepare a complete set for the Assistant Director of Fleet Services after the Snow Event is over. It is the operator s responsibility to do the following: 1. Check fuel and oil levels BEFORE beginning assigned responsibilities. 2. Check equipment before leaving the Maintenance Building to be certain it is in good working order. 3. Keep equipment moving and follow the route designated by the Director of Grounds Services. 4. Report a problem with equipment to the Director of Grounds Services and Assistant Director of Fleet Services. All employees who sign up for only snow plows must have prior snow plow experience at MSU or must pass a driving test with the Director of Grounds Services. All employees who wish to use a snow blower must attend a training session before operating a snow blower. 4.0 Response Levels Response levels are only guides to be used by the Executive Director, Facilities Services and the Director of Grounds Services and may be modified at any time based on their evaluation of the site conditions, the intensity, and timing of the storm. If reports are received of a snow/blizzard warning the AVP, University Facilities will put in motion the following: 1. Recall or require employees to remain on campus. 2. Fuel all vehicles in the fleet. 3. Purchase additional salt supplies, if necessary. 4. Purchase additional acetylene and oxygen tanks and welding rods to have on hand to repair equipment, if necessary. 5. Contact outside contractors for heavy equipment mobilization. 6. Damage Assessment (fallen trees, etc.). 7. Cordon off all unsafe areas. Refer to this list in regard to contacts for the A-D Response Levels contacts below. Snow and Ice Removal Policy 5

6 4.1 Director of Grounds Services, Grounds & Landscape Units-Director of Grounds Services 4.2 Housekeeping Units-Executive Director, Facilities Services 4.3 Mechanic Unit- HVAC Supervisor 4.4 Customer Service Center-Customer Service Center Supervisor 4.5 Facilities Logistic Support Executive Director, Facilities Logistic Support 4.6 Facilities Maintenance & Energy Management AVP, University Facilities 4.7 All Levels 1. Pre-treat sidewalks/stairwells with liquid deicer as follows (listed in priority order and is dependent on availability and affordability of deicing material): a. Priority 1 b. Priority 2 i. Red Hawk Deck 5 th Floor Bridge. ii. Steps leading from Parking Lot 30 to Dickson Hall. iii. Steps leading from CarParc Diem Deck to University Hall. iv. Ramp leading from Parking Lot 17 to Student Center. v. Walkway from College Hall to College Ave. i. Handicap ramp at Student Center ii. Walkway from Lot 1 to Normal Ave. Note: If liquid deicing material is unavailable, the Priority 1 and Priority 2 areas will be pre-treated with calcium chloride pellets. 2. Prior to snow events, move all Facilities vehicles into the Red Hawk Deck at the close of the last business day before the snow event. 3. During holiday periods, move all Facilities vehicles into the Red Hawk Deck at the close of the last business day. 4. Remove and store all portable road signs before a snow event (Pedestrian Crossing, Drop-off Parking, and Carlisle Rd. Stop signs). 5. Place orange Jersey barricades at the Red Hawk Deck 5 th Floor ramp to prevent pedestrians from accessing the ramp prior to snow removal efforts. This ramp is often closed out of necessity during snow events and, in the past, pedestrians tended to move barricades placed for their safety. Pedestrians cannot move Jersey barricades. 6. George Segal Statue Exhibit Protection a. Purpose: The purpose of the barricades is solely to protect the statues, located on the Kasser Plaza, during the snow/ice events. The barricades will be placed around the statues leaving between four and five feet between the statue and the barricade. They will remain around the statues until the snow event is over and the snow can safely be removed by hand (with a shovel) around the exhibit. This area will be cleaned and the barricades removed and restored after each snow event. Snow is not to be pushed and/or piled up against these barricades at any time. Snow and Ice Removal Policy 6

7 b. Barricade Placement and Removal At the first sign of snow covering the walkways, the barricades will be placed around the exhibit outside Kasser Theater. This task will be done by the Grounds Services Staff. c. Barricade Storage: The Barricades will be neatly stored and locked in the Kasser Theater storage garage in between snow events. After the winter the barricades will be stored until next season. The Director of Grounds Services will oversee the storage and safe keeping of these barricades. 7. In order to effectively carry out the snow/ice operations outlined in this plan, the Director of Grounds Services will oversee the relocation of the planters that have been strategically placed to restrict vehicular access to and within the campus core in order to enable plans to work uninhibited. These planters currently are located: On the plaza between the Alexander Kasser Theater and College Hall; On the sidewalk to the east of the Student Center; At Life Hall; At the northern end of College Avenue. 8. The Director of Fire Safety will be responsible for identifying and flagging all fire hydrants and valve boxes. Fire hydrant locations are listed on all Snow Maps. Note: Each snow/ice storm is unique. Accordingly, the following staffing numbers for each level of response may be increased or decreased at the discretion of the Director of Grounds Services. 4.8 First Level Response (0-1" predicted) 1. Director of Grounds Services and Grounds Crew (# of employees will be determined by the Director of Grounds Services) 2. Mechanic (1) 3. Housekeeping Unit Supervisors (4) 4. Customer Service Center (1) 5. Outside assistance- Approved Contractor put on notice by Director of Grounds Services 6. Grounds Supervisor 7. Grounds Road Crew (at least 3 with 3 salters) 8. Sidewalks/walkways Crew (6) 9. Shovel Crews (4 crews) 4.9 Second Level Response (1-2" predicted) 1. Director of Grounds Services 2. Grounds Supervisor 3. Grounds-Road Crew (8 employees) 4. Sidewalk/Walkway Tractor Crew (6 employees) 5. Housekeeping Unit Supervisor (4) 6. Shovel Crews (4 crews) 7. Mechanic (1) 8. Customer Service Center(1) Snow and Ice Removal Policy 7

8 9. Outside assistance- Approved Contractor put on notice by Director of Grounds Services 4.10 Third Level Response (2-4" predicted) 1. Director of Grounds Services 2. Grounds Supervisor 3. Grounds-Road Crew (8 employees) 4. Sidewalk/Walkway Tractor Crew (6 employees) 5. Housekeeping Unit Supervisor (4) 6. Shovel Crews (4 crews) 7. Mechanic (2) 8. Customer Service Center(1) 9. Outside assistance- Approved Contractor put on notice by Director of Grounds Services 4.11 Fourth Level Response (over 4" predicted) 1. Director of Grounds Services 2. Grounds Supervisor 3. Grounds-Road Crew (15 employees) 4. Sidewalk/Walkway Tractor Crew (10 employees) 5. Housekeeping Unit Supervisor (4) 6. Shovel Crews (4 crews) 7. Mechanic (2) 8. Customer Service Center(1) 9. Outside assistance-approved Contractor on site clearing (large) lots as directed by the Director of Grounds Services 4.12 Barricade Placement (Snow Falling from Rooftops) If there is substantial accumulation on rooftops after a snow/ice event, and those rooftops are historically known for falling snow/ice, barricades will be strategically placed near entrances to keep pedestrians at a safe distance. Signs will be placed on these barricades warning Falling Snow/Ice. Please use alternate Entrance/Exit. The following areas should be monitored: College Hall East entrance Morehead Hall All entrances Village at Little Falls Williams & Fenwick Panzer Gym Southern portion of Parking Lot Plowing Operations Zone assignments will be made by the Executive Director, Facilities Services and the Director of Grounds Services and will be modified as necessary based on campus conditions. Snow removal efforts will commence when snow covers the road surface; rock salt will be applied. For heavier snowfalls, all roadways will be plowed then salted. At no time should snow accumulate to a depth of more than 3. Snow and Ice Removal Policy 8

9 Maps of the following zones can be found online at Plow Zone 1: Roads/Parking Lots Trucks: 171 Dump w/spreader 6 Dump w/spreader 189 Dump 230 Pickup 160 Pickup Case Back 5.2 Plow Zone 2: Interior Campus/Walks Trucks: 169 Pickup 168 Pickup Utility Vehicle/Tractor Case Tractor Kubota Tractor Kubota Utility Vehicle Kubota Utility Vehicle Kubota Utility Vehicle 5.3 Plow Zone 3: West Campus Trucks: 189 Dump 229 Dump w/spreader Case Backhoe w/snow Pusher 232 Pickup Utility Vehicle/Tractor Kubota Utility Vehicle Kubota Tractor Kubota Tractor Ford Tractor 5.4 Special Needs Areas Loading zones/docks (fuel, food and refuse collection) o Campus Fuel pumps o Blanton Hall loading zone o University Hall loading zone o Freeman Loading zone o Student Center loading zone o Red Hawk Diner loading zone Electric Substation Sprague Football Field Snow and Ice Removal Policy 9

10 Co-Generation Plant Standpipes Refuse Collection areas o Maintenance o Blanton o Bohn o Freeman o Student Center o Clove Rd. 6.0 Shoveling Operations Equipment used: shovels, manual push salt spreaders (15), walk behind snow blowers (14) 6.1 Shovel Zone Shovel Zone 2 Stairs from Valley Rd. Stairs/walkway from Lot 2 to Normal Ave. Stairs/walkway from Normal Ave. to Russ Hall. Stairs on west side of Russ Hall. Stairs to Gilbreth House. Stairs from Broadcasting Building to Newman. Stairs/walkway between College Hall and Freeman Hall. Stairs from President s Circle to Freeman/Russ/Chapin Quad. Stairs between College Hall and Morehead Hall. Stairs/Handicapped entrance to Morehead Hall. Stairs/walkway from Lot 3 (behind Panzer) to Lot 7. Stairs from Panzer (along College Ave.) to Lot 7. Stairs from Lot 7 to College Ave. Red Hawk Deck pedestrian ramp. Stairs from Webster Rd. to Lot T1. Stairs from Lot T1 to Dickson Hall. Stairs between College Hall and Kasser Theater. Stairs from College Hall to College Ave. Stairs from College Hall to Chapin Hall. 6.3 Shovel Zone 3 Student Center Quad. Stairs from Red Hawk Diner to Lot 17. Stairs from Lot 26 to Lot 17. Walkway along Quarry Way. Walkways across from CarParc Diem Deck. Stairs from Tennis Courts to Lot 25. Stairs behind Field House. Snow and Ice Removal Policy 10

11 6.4 Shovel Zone 4 Walkway from Lot 41 to Clove Rd. Stairs/Walkway in front of Hawk Crossings Stairs from Lot 29 to Clove Rd. Stairs from Lot 28 to Clove Rd. Stairs/Walkway from Lot 45 to Village Stairs/Walkway from Lot 46 to Village Stairs/Walkway between Abbott and Costello Center and Alice Paul Hall. Stairs/Walkway between Alice Paul Hall and Count Basie Hall. Stairs/Walkway on south side of Alice Paul Hall. Stairs/Walkway in front of Sinatra Hall. 6.5 Primary entrances to all facilities and all steps (in priority order) Snow removal efforts (performed by Housekeeping Services) will commence for building entrances and steps when snow reaches a depth of.5 inches. All entrances and steps will be salted. Calcium Chloride will be applied. For heavier snows, entrances and steps will be shoveled then salted.. University Police Blanton Hall Freeman Hall and steps to Annex Russ Hall Bohn Hall and steps Stone Hall Webster Hall Clove Road Apartments and steps Village and steps to lower parking areas University Hall College Hall Student Center and front and rear steps (all zones) Children s MSU Fire Hydrants* All other building primary entrances All campus steps Secondary building entrances NOTES: *Fire Hydrants are the responsibility of the Grounds Department. It is also a priority for Housekeeping staff to address Emergency Exits, Standpipes and Mechanical Room Entrances as a part of their snow removal efforts at their respective buildings. Steps at South College Hall and the steps at the entrance to the Alexander Kasser Theater have ice melting coils. Snow and Ice Removal Policy 11

12 6.6 SPRAGUE FIELD This field must be plowed with a piece of equipment specifically designed for the purpose of plowing the turf field. The equipment will be designated by the Director of Grounds Services. The Director of Grounds Services will assign a specific employee (who has been trained) to plow Sprague Field. Plow so that the snow is not piled up against the perimeter fencing. Push the snow the end zones or remove it entirely. Take care that rubber pellets are not pulled up when plowing; check immediately after a small trial run every time the field is plowed. Clear area around flag pole and van area trash container. Stairways-The steps from gate #3 down to the field have to be cleared as well as a pathway through the small gate onto the field itself. Benches-In the event of late season (spring) snow, please move benches behind low perimeter fence during plowing. 6.7 LOT #3/VAN AREA Coordinate with Athletics to move vans and then clear the van lot next to the flag pole. This is a PRIORITY since teams will likely be traveling. If it is not a priority, athletics will notify Grounds Services in advance. Joe Mulvaney is the first contact for this process. Be careful not to pile/plow snow into small air conditioning unit located behind yellow safety pole; do not plow in multiple garbage containers in this area. 6.8 Panzer- Clear the steps and apron behind and along the back of Panzer Gymnasium. Remove snow from training room area doors to give them access to the walkway. Clear the steps and front apron of the gym as well as all sidewalks. Clear the drain located next to the fitness center (gate #4) in the back of the building Clear the 4 inch x 8 foot lateral drain at the entrance to the pool/brown Lounge (this is a low point that constantly backs up and freezes over). 7.0 Parking Lot Complete Snow Removal Operations This section details the method to completely clear parking lots during a snow event, or after the snow has stopped. This does not have to do with plowing to keep main roadways and parking lots open. Snow events vary depending on the amount of snow, intensity of the storm, and the time of day. The guidelines below are used to manage the Parking Lot Complete Snow Removal. 7.1 Accumulation 2-6 in. within 24 hours Shuttle Bus Routes going through any Parking Lot are the 1 st Priority since it is considered a main arterial roadway. General, Handicapped, and Employee/Staff Parking Lots are 2 nd Priority to remove the snow when there is less than eight hours before classes to ensure commuters, faculty and staff can park. Snow and Ice Removal Policy 12

13 7.2 Accumulation over 6 in. within 24 hours If there is a heavy accumulation of snow, the removal process will take longer. The same process and priorities will stand; however the time frames may be greater. This will be communicated clearly if this situation arises. The frequency of snow removal in a given lot will be determined by the extent of any given snowfall at that time. 7.3 Removal of Snow from Designated Overnight (Resident) Lots Since these Parking Lots are filled with cars, this will be a coordinated effort between Facilities and Residence Life. The Director of Grounds Services (or his designee) will contact the Office of Residence Life and Parking Services with the following information: A two hour advance notice when the lots will be cleared. The order in which they will be plowed. The time the lot is expected to be cleared for the cars to move back. Residence Life will alert the students regarding this information. Shuttle Bus Services will be on site to transport students to and from the parking lots for this process. Snow and Ice Removal Policy 13