9.f) Snowplowing and Ice Control Policy Meeting Date: 1/20/2009
Agenda Item: � �
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City Council Agenda Report
City of Scandia
14727 209`h St. North
Scandia, MN 55073 (651) 433-2274
Action Requested: Discuss possible changes to the Snowplowing and Ice Control Policy.
Deadline/ Timeline: N/A
Background: • At the January 6 ineeting,the Council discussed the need to
reevaluate the Snowplowing and Ice Control Policy adopted in
October of 2008. Council members Peterson and Amos were
appointed to meet with staff to discuss snowplowing operations
and come back to the Council with some recommendations.
• A meeting was held on Friday, January 9. In attendance were
Peterson, Amos, Administrator Anne Hurlburt, Acting Public
Works Supervisor Mike Egelkraut and Maintenance Worker Rick
Regnier. Also present, at the invitation of Council member
Peterson, was former Town Board Member Mike Hinz.
• The group discussed road conditions, affects of recent weather and
snowfall patterns, citizen complaints, equipment, scheduling,
staffing, availability of salt and sand and the staffls approach to
and methods used in snow removal operations.
• There was consensus that the policy should be modified to return
to the previous standard of beginning snow removal operations
with a 2-inch (instead of 3-inch) snowfall.
• The change to the standard should be expected to increase costs,
but it is impossible to estimate the impact on the budget as we
cannot accurately predict the number and intensity of snow events.
• 'There was also discussion on road maintenance work between
snow events. Subject to the availability of personnel and
equipment, snow and ice removal will continue during regular
work shifts. For example, if we are fortunate to have a"January
thaw", staff will attempt to clear as much accumulated material
from the streets as possible whether or not there is a new snowfall.
• There also appears to be consensus that the City Council should
reexamine the proposed saltlsand storage structure project
included in the Capital Improvements Program (CIP.) A$20,000
project was budgeted in 2008, but was not built. The CIP was
revised to increase the estimated cost to $60,000 and move the
project to 2011. The ability to store salt and sand on site would
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have made a significant difference in the effectiveness of the city's
snow and ice control efforts during the weather events in
December.
Recommendation: The Council should review the proposed revision to the Snowplowing
and Ice Control Policy, and pass a motion to adopt the changes if they
are acceptable.
I also recoininend that the Council reconsider the CIP with regard to
the proposed salt/sand storage structure. The concern with the
original proposal was the appearance of the recommended fabric
Cover-All structure, and whether the city's architectural standards
would allow it. Staff continues to believe that the Cover-All would be
the most practical, cost-effective solution. The concern about the
architectural standards could be addressed by a code amendment to
address this unique situation.
If the Council wishes to reconsider the saltlsand storage structure,
staff would suggest that we update the bids for the previous proposal
for consideration at an upcoming meeting. This would ensure that a
structure could be built in time for the 2009-2010 snow and ice
season.
Attachments/ • Snowplowing and Ice Control and Ice Control Policy with
Materials provided: proposed changes
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\� � Contact(s):
Prepared by: Anne Hurlburt, Administrator
(snow and ice c ntrol policy)
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O1/14/09
City of Scandia, Minnesota
Snowplo�ving and Ice Control Policy
Adopted October 7, 2008
Proposed Changes Januarv 20, 2009
1. Introduction
The city of Scandia, Minnesota, finds that it is in the best interest of the residents of the city
to assume basic responsibility for control of snow and ice on city streets. Reasonable ice and
snow control is necessary for routine travel and emergency services. The city will attempt to
provide such control in a safe and cost effective manner,keeping in mind safety,budget,
personnel, and environmental concerns. T'he city will use city employees, equipment and/or
private contractors to provide this service.
This policy does not relieve the operator of private vehicles,pedestrians,property owners,
residents and all others that may be using public streets,of their responsibility to act in a
reasonable,prudent and cautious manner, given the prevailing street conditions.
2. When will city start snow or ice control operations?
The Public Works Supervisor will decide when to begin snow or ice control operations. The
criteria for that decision are:
A. Snow accumulation of three(�2) inches or more;
B. Drifting of snow that causes problems for travel;
C. Icy conditions which seriously affect travel; and
D. Time of snowfall in relationship to heavy use of streets.
Snow and ice control operations are expensive and involve the use of limited personnel and
equipment. Consequently snowplowing operations will not generally be conducted for
snowfall of less than three (�2) inches, and will typically not be commenced until the
snowfall has stopped.
Between major snow events, snow and ice removal will continue durin�reQular work shifts
subject to the availabilitv of personnel and equipment•
3. How snow will be plowed
Snow will be plowed in a manner so as to minimize traffic obstructions. The center of the
roadway will be plowed first. The snow shall then be pushed from left to right on two-way
streets. The discharge shall go onto the boulevard area or ditch of the street. Snow on cul-
de-sacs may be plowed to the center in an attempt to provide the largest turning radius
possible for emergency vehicle ingress and egress. When a plow goes on a bridge,the driver
shall slow down so snow does not go over the bridge, if possible. In times of extreme
snowfall, streets will not always immediately be able to be completely cleared of snow. The
city will not assure a completely bare roadway. The city will endeavor to make all roads
passable within a reasonable amount of time after snowfall has stopped.
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4. Snow Removal
The Public Works Supervisor will determine if and when snow will be removed from the
area by truck. Such snow removal will occur in areas where there is no room on the
boulevard for snow storage and in areas where accumulated piles of snow create a hazardous
condition. Snow removal operations will not commence until other snowplowing operations
have been completed. Snow removal operations may also be delayed depending on weather
conditions, personnel and budget availability.
5. Priorities and schedule of streets to be plowed
The Public Works Supervisor has the responsibility for determining plow routes and
sequences of operations in accordance with established priorities.
The city has classified city streets based on the street function, traffic volume and importance
to the welfare of the community. Those streets classified as"collectors"by the
Comprehensive Plan will be plowed first. These are higher volume routes, which connect
major sections of the city and provide access for emergency fire,police, and medical
services. The second priority streets are local,non-collector streets providing access to
schools and commercial businesses. The third priority streets are low volume residential
streets. The fourth priority areas are city parking lots, except as needed to maintain access
for emergency vehicles in which case plowing will have top priority. The lowest priority is
sidewalks.
During significant and severe storms, the city must be prepared to move personnel and
equipment to maintain priority routes first. In fulfilling the need to have all priority streets
safe and passable, when resources are limited,plowing of all other streets may be stopped at
any time so resources can be shifted to priority routes.
Unforeseeable circumstances may cause delays in completing plow routes. Such
circumstances may include weather conditions that endanger the safety of snowplow
operators and/or safe and effective operation of equipment, commuter traffic, disabled
vehicles,poor visibility conditions,parked cars along streets, assistance to emergency
response vehicles, equipment breakdown, and personnel shortages.
6. Work schedule for snowplow operators
Snowplow operators will be expected to work eight-hour shifts. In severe snow
emergencies, operators sometimes have to work in excess of eight-hour shifts. However,
because of budget and safety concerns, no operator shall work more than a twelve-hour shift.
After a twelve-hour shift, the operators will be replaced if additional qualified personnel are
available. No operator shall begin a new shift until eight hours or more have passed since the
completion of their last shift.
7. Traffic regulations
The city recognizes that snowplow operators are exempt from traffic regulations set forth in
Minnesota Statutes, Chapter 169 while actually engaged in work on streets, except for
regulations related to driving while impaired and the safety of school children. Pursuant to
this authority, snowplow operators engaged in snow removal or ice control on city streets
have discretion to disregard traffic laws set forth in Chapter 169, except for laws relating to
impaired driving and school children safety,when in their judgment, it is safe to disregard
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such laws. The privileges granted herein to operators of snow removal and ice control
vehicles shall apply only if the vehicle is equipped with one lighted lainp displaying a
flashing, oscillating, or rotating amber light placed in such a position on the vehicle as to be
visible throughout an arc of 360 degrees.
8. Weather conditions
Snow and ice control operations will be conducted only when weather conditions do not
endanger the safety of snowplow operators and equipment. Factors that may delay or
suspend snow and ice control operations include: severe cold, significant winds, and limited
visibility.
9. Use of sand, salt, and other chemicals
The city will use sand, salt, and other chemicals when there are hazardous ice or slippery
conditions. The city is concerned about the cost and the effect of such chemicals on the
environment and will limit its use for those reasons. The city will not be responsible for
damages to any turf or personal property caused by the application of salt or other chemicals.
10. Sidewalks
The city will maintain some of the sidewalks in the city. The list of those sidewalks is
attached, and may be updated from time to time by the Public Works Supervisor. As there
are a limited number of personnel available, the city will only maintain these sidewalks after
the streets have been plowed. It is the responsibility of the resident and/or property owner to
remove all accumulated snow from all other sidewalks along public streets adjoining their
property. This includes any snow plowed from public streets onto the sidewalk.
Some of the sidewalks maintained by the city are on county roads. Snowplowing of these
roads may deposit snow and ice on the sidewalks. The city will attempt to clear these
sidewalks of snow but cannot assure that removal will be possible.
11. Mailboxes and personal property in rights-of way
Snow plow operators will make every effort to remove snow so as to provide access to
mailboxes for the Postal Service. However, it is not possible to provide perfect conditions
and minimize damage to mailboxes with the size and type of equipment the city operates.
Therefore, the final cleaning adjacent to mailboxes is the responsibility of each resident.
Coming into contact with a mailbox is a common obstacle snowplow operators face during
storm activities. The city will conduct a review of each mailbox incident to determine
whether the city will replace or provide reimbursement for the mailbox. Only mailboxes that
were properly installed and located, which were damaged by physical contact with city
equipment will be the responsibility of the city. The city will not be responsible for damage
to mailboxes or support posts caused by snow or ice coming into contact with the mailbox.
At the mailbox owner's request, the city will replace the mailbox with a standard size, non-
decorative metal mailbox and replace the support post as necessary with a 4"x 4", decay
resistance wood support post,both installed by the city. Alternatively, the city will
reimburse the mailbox owner$50.00 for the replacement of the mailbox and post by others.
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The Public Works Department may provide a recommended design for mailbox supports and
proinote its use by city residents to reduce dainage froin snowplowing operations.
The city will not be liable for damage to fences, sprinklers, signs, trees, shrubs, landscape
inaterials, lighting, decorative items or any other objects placed in the public right-of-way.
Except as otherwise provided in any license or franchise agreement, the city will only be
responsible for damage to utility pedestals and transfonners within the right-of-way resulting
from direct contact by City snow and ice removal equipment. City liability shall be limited to
actual costs to repair the damages as documented by invoices submitted to the City by the
utility.
12. Driveways and Parking
Snow plow operators will make an effort to avoid depositing snow in private driveways�but
snow accumulated on the plow blade has no place to go except the edge of the road including
driveways. City personnel will not provide driveway cleaning. Any exception shall be at the
discretion of the Public Works Supervisor for emergency situations only. It is unlawful for
property owners to plow snow from driveways and sidewalks onto or across public roads.
Piles of snow left on the road can freeze into a solid mass creating a hazardous situation for
vehicles and snowplows.
City ordinances require that any parked vehicle interfering with the removal of snow and ice
shall be removed by their owners within 15 minutes of demand made by a city employee.
After such notice it is unlawful to park on the street until the snow removal operation is
completed. No vehicle shall be left standing or parked for more than 60 minutes between
2:00 a.m. and 6:00 a.m. on any city street. Public works employees will coordinate
notification and enforcement efforts with office personnel and police as available and
appropriate.
13. Complaint procedure
Complaints will be recorded on telephone logs and forwarded to the appropriate personnel.
Emergency complaints will be handled in an expeditious manner as resources are available.
14. Deviation from policy
The Public Works Supervisor may deviate from this policy when in his or her judgment it is
in the best interest of the city or is necessary because of budget needs or other circumstances.
Changes in priorities (lasting more than 4 hours) will be documented as to what caused such
actions,why the change was necessary, and for how long the change is to be in effect.
15. Review and modification of policy
The Public Works Supervisor shall keep on file all comments and complaints received
regarding this policy. The policy will be reviewed periodically. Any review will consider
comments and complaints since the last review and any other factors affecting the policy or
its implementation.
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City of Scandia
List of Sidewalks Maintained
October 7, 2008
Olinda Trail (County Road 3) from 209`h Street to Highway 97
Oakhill Road (County Road 52) from Oakhill Court to Olinda Trail (County Road 3)
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