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4.5 SR 08-21-2023�, Elk s �- River Request for Action To Item Number Ma Tor and CinT Council 4.5 Agenda Section Meeting Date Prepared by Consent A enda Au ust 21, 2023 ustin Femrite P.E., Public WoYks DirectoY Item Description Reviewed by Snow and Ice Control Policy Update Cal Pormer, Ci r Administrator Reviewed by Action Requested Approve, byT motion, updated Snow & Ice Control PolicyT. Background/Discussion Proposed changes to the Sno`v & Ice Control PolicyT `vere revie`ved at work session on August 7, 2023. The most impactful changes surround mailbox reimbursement and language detailing private improvements in the right of `vay. Through additional discussions at the `vork session, no modifications have been made relating to levels of service section or the sidewalk plowing routes. Provisions, similar to a policyT ERIVIU for their field managers, that compensates (through additiona140-hours of vacation time) our exempt public works managers, who are accountable to monitor weather, receive calls, diagnose issues, Yespond to location and/oY direct the response of personnel to complete snow control tasks on behalf of the cityT at night, on `veekends and holidayT `vill be brought forward `vith the next round of personal policy updates. Financial Impact Policy changes result in negligible increases in mailbox replacement costs which �vill be carried in the annual Street operating budget. Mission/Policy/Goal Meet changing needs - Agile Attachments ■ Snow and Ice Control PolicyT The Elk River Vision A 2a�elcolning co�nlnunity 2a�ith T evolutiona� y and spizzted T esou� cefulness, exceptional se�vice, and coln�nunity engagelnent that encou�ages and ins�iz•es pTo�pe�zty. rowEREo ar �I'1 ���� Update�l• January 2023 Snow & Ice Control Policy Forward The purpose of sno`v/ice control is to provide for the safetyT and mobilityT of the public during periods of heav�T sno�vfall, accumulation and ic�T conditions. Planned levels of service and existing capabilities of the cityr must be carefullyr corYelated with opeYational costs and expected benefits. It is the Yesponsibilityr of the Public Works Department to provide a level of snow and ice control consistent `vith the City of Elk River's approved level of service and corresponding funding. This policy provides for the planned and orderl�T control of snow/ice on cit�T-maintained streets, alleyTs, `valks, parking lots and some trails during periods of inclement `veather. Operations are performed and coordinated byT Streets and Parks personnel, with assistance from other divisions as needed. A planned, coordinated appYoach is essential to ensure effective and efficient Yesponse to snow and ice conditions. Unplanned, reactive responses to localized conditions conflict with and inhibit an effective approach to citywide snow/ice events. This policyT is also a summaryT of procedures and policies of the cityT as theyT relate to snow and ice control operations. Snow control is hazaYdous, tiring, and stressful, often not fullyr understood byr the public. Operations are performed frequentlyT at night and often require cre`vs to `vork arduous hours, on `veekends, and holidayTs. Introduction The entire communityT has a role in keeping Elk River safe for winter traveL The cityT assumes the responsibilityT for control of sno`v and ice on cityT-maintained streets, alleyTs, `valks, parking lots and trails, while propertyT owners are responsible for private streets, parking lots, alleys, and sidewalks abutring their propertyT. Reasonable ice and snow control is necessaryT to ensure all transportation pathwayTs function as well as possible under even the most extreme weather conditions for routine travel and emergencyT services. The cityT will provide such control in as safe and cost-effective manner as practical, keeping in mind safetyT, budget, personnel, and environmental concerns. The cit�T `vill use a combination of cityT employTees, equipment, and may also utilize private contractoYs if needed. This policy will be enforced equallyT throughout the CityT of Elk River. Poi��y Decision to Begin Operations The Street and Park Superintendent oY designee(s) will decide when to begin snow and/or ice control operations. The criteria foY that decision will include: ■ Reasonable thYeat of inclement weatheY pYedicted to occur within 24 hours. ■ Storm conditions that warrant pre-treatment with salt or brine solution. ■ Snow accumulation or as road conditions warrant (drifting, icing, etc.). ■ Time of sno`vfall. ■ Forecasted temperatures post snow event. Use of Salt and Sand The cit�- mayT use salt, salt brine, sand, or a mixture thereof �vhen there is hazardous ice or other conditions that warrant their use. Application `vill follo`v the same priorities followed for snow and ice control set forth in the "Snow and Ice Control Priorities" section. The cityr is concerned about the effect of such chemicals on the environment and `vill limit their use for that reason. Application of sand/salt �vill be limited on lo`ver volume streets. The Street and Park Superintendent oY designee(s) shall deteYmine when conditions waYrant the application of sand and/or salt, and what mixture is appropriate for the conditions. Snow Removal Sno`v removal operations shall be performed on streets, alley s, `valks, parking lots and trails maintained byT the cit�r. Snow removal priorit�r and scheduling shall be based on needs and conditions and shall be determined by the Street and Park Superintendent or designee(s). Method of Snow Removal Snow will be plowed in a manner minimizing traffic obstructions. The center of the roadwayT will be plo�ved first The dischaYge shall go onto the boulevaYd aYea of the street and mitumize oY reduce snow stack upon `valktivayTs, where practical. Weather Conditions/Suspension of Operations Sno`v and ice control operations will be conducted on1�T when `veather conditions do not endanger the safetyT of cit�T emplo�Tees and equipment. Factors that may dela�T sno`v and ice control operations include severe cold, significant `vinds, limited visibilit�T, or damaged equipment. GenerallyT, operations shall continue until all roads are passable. Widening and clean-up operations mayT continue immediately or on the following regularlyT scheduled `vorkdayT depending upon conditions and circumstances. The safety of the plow operatoYs and the public is essential. TheYefoYe, snow opeYations mayr be suspended temporarily to allow peYsonnel adequate time for rest There may be instances when this is not possible depending on storm conditions and other circumstances. Operations mayT also be suspended during periods of limited visibilityT. AnyT decision to suspend operations shall be made byT the Street and Park Superintendent or designee(s) and shall be based on the conditions of the storm. The cityT will still provide access for emergency fire, police, medical and utility services during a major sno`v or ice storm. Snow and Ice Control Priorities CityT streets are classified by street function, traffic volume, and importance to the welfare of the communityT. Streets aYe prioritized to clear majoY travel routes first, allowing full access for public safetyr vehicles. ■ PriorityT 1- Main Arterials. High-volume streets that must be clear to provide access for emergencyT, fire, police, and medical services. ■ Priorityr 2- Secondary Arterials. r1ll otheY streets that connect majoY sections of the cityr. ■ PriorityT 3- Residential Streets. Third priorityT streets are lower volume residential streets. ■ PriorityT 4 - Cul-de-sacs. (PriorinT 4) ■ PriorityT 5— Alle,� The lo`vest priorityT. Plowed after arterials and residential streets are cleared. Downtown snow removal (including parking lots) commences between 2:00 a.m. and 6:00 a.m. depending on the severity of the event. Do�untown businesses are responsible for removing snow from the front of their establishments within 24 hours after the snowfall. Sidewalks, Trails, Ciry Operated Facilities, and Outdoor Ice Rinks The Cit�T Council designates side�ualks and trails that are plo�ued b�T the cityT. Clearing of non-designated cit�T side`valks is the responsibilit�T of the propertyT owner. CityT side`valks, trails, city operated facilities and cityT outdoor ice rinks are classified based on traffic, use and the importance to the welfare of the communityT. These facilities are prioritized to clear school routes and public facilities first This allows for safetyr to the public and employees of cityr opeYated facilities as well as to pedestrians in high traffic corridors. ■ PriorityT 1- School Routes and Downtown Sidewalks. Sidewalks and trails to school campuses and downtown businesses shall be cleared to provide safe pedestrian access. ■ PriorittT 2— Cit�T-o�erated Facilities. Prioritized based on traffic volume and scheduled operations. Order of precedence: Public SafetyT Campuses, CityT Hall, Public Works FacilityT, libraryT, liquor stores, and Yental facilities. ■ PriorityT 3- Trails, Side`valks, Park Parking Lots. Non-school routes designated for snow removal and parking lots supporting park facilities. ■ PriorityT 4- Ice Rinks. The lowest priority- and will be cleared of snow and resurfaced once all other sno`v removal operations are complete, generally on dayT two following a snowfall. Driveways It is unlawful to deposit snow on public roadwayTs per Minnesota HighwayT Traffic Regulations: State Statute 160.2795 Sul�d (5): Misdelneanoys: It sball l�e unlaaa ful to ol�st�z�ct any pul�lic street oT� high�a�ay o�• to deposit any sno�a� o�• ice tbe�eon; and, 169.42 Sul�d �9�: Litte�zng. No pe�:son shall thTo2��, deposit, place, oT� dulnp upon any stTeet o�• highaa�ay any sno2a�, ice, etc. Residents and contracted snotiv Yemoval companies observed doing such activities aYe subject to a citation according to the statute. Minimal Levels of Service The following are the minimum levels of service which can be anticipated. The cit�J will attempt to achieve better results where possible. Streets ■ Sno`v removal and/or sanding operations shall begin `vhen sno`v accumulation or icing occurs on Priority 1 and Priority 2 streets and shall continue periodically throughout the duration of the snowfall. The intention is to keep these routes open to traffic during a storm; howeveY, it may not be possible to keep them snow or ice free. ■ All priority-1 and priorit�r 2 streets shall be open to traffic (t�vo lanes) within 24 hours after the sno�vfall subsides. ■ All remaining public streets shall be open to traffic (one lane) within 36 hours after the snowfall subsides. ■ All public alleyTs and cul-de-sacs shall be opened and made passable within 48 hours after the sno`vfall subsides. Sidewalks, Trails, Ciry Operated Facilities, and Outdoor Ice Rinks ■ Sno`v removal and/or sanding operations shall begin `vhen sno�v accumulation or icing occurs on PriorityT 1 and Priorit�T 2 sidewalks, trails, and cit�T-operated facilities; and shall continue periodically throughout the duration of the sno�vfall. The intention is to keep these facilities open to pedestrian and vehicular traffic during a storm; ho�vever, it ma�T not be possible to keep them sno�v or ice free. ■ All PriorityT 1 and Priorit�T 2 side�valks, trails, and cityT-operated facilities shall be open to traffic �vithin 24 hours after the sno`vfall subsides. ■ All PriorityT 3 sidewalks and trails shall be open to pedestrian traffic within 48 hours after the sno`vfall subsides. ■ All Priorit�r 4 outdoor ice rinks shall be cleared of snow and resurfaced as manpo`ver and equipment are available, generally- within 48 hours after snowfall subsides. Priority- for outdoor ice rinks shall be the Handke Pit, Spectrum Rink, then designated neighborhood ice rinks. Should a subsequent snowfall occur `vithin the minimum times of service listed, that snowfall shall become the snowfall refeYYed to in this policy. Items in the Public Right of Way Mailboxes The cityT does not assume liabilityT for mailbox damage caused on1yT byT sno`v windro`vs. The cit�T will assume liabilityT for mailbox damage if the Street and Park Superintendent or their designee determines that a plow unit made direct contact. Residents must inform the city of mailbox damage within 48 hours after the completion of the snow event. Staff shall investigate each complaint and determine if the mailbox was hit byT cit�r equipment. If so, the cit�r will install a temporar�T mailbox until the propert�T o`vner installs a permanent replacement or 4-months has passed (`vhichever comes first). The cit�T will reimburse up to $150 to replace the mailbox; purchase and installation of the mailbox is the responsibilittT of the property o`vner. Cluster mailboxes mayT be reimbursed at a rate of $150 per mailbox up to a maximum of $500, whichever is the lesser amount. Mailbox structures in the public right-of-`vayT shall be constructed of break-awayT materials and be installed according to the U.S. Postal Service construction standards �vhich can be found at htt�s://�vww.us�s.com/manage/mailboxes.htm Trash Containers Trash and rec�Tcling containers shall be placed behind the curb to ensure the�T are clear of passing sno�uplo�vs and resulting `vindrows. Do not place trash and rec�Tcling containers in the street as this prevents plo`v trucks from clearing public right-of-�va�T curb to curb and mayT result in road hazards to motorists. The cit�T is not responsible for tipped over or damaged trash or rec�Tcling containers. Sod Damage Sod damaged byT cityT equipment will be repaired the following spring either byT cityT crews using black dirt and seed; or byT the propertyT owner if theyT elect to do the repair using commercial sod. The cityT will provide the propernT owner with the sod required to cover the damaged area. The propertyT owner is responsible for installation and maintenance of the sod to ensure establishment. Requests for sod damage repair must be Yeceived byr the cityr byr l�1ay 1 s` or no more than 30-days after the last plowable snow event of the season, `vhichever comes first. Landscaping, Irrigation Systems and Fences The cit�T is not liable for damage to privatel�r installed landscaping, irrigation syTstems or fencing (visible or buried) within the public right-of-wa�T. Permanent features such as boulders, retaining walls, rock or wood mulch, edging, lighting, vegetation, fences, etc. placed ��ithin the public right-of-`vayT mayT be damaged during snow plo`ving operations including hauling of sno`v from boulevards. Landscaping within the public right- of-way may be a hazard to motorists experiencing a lane departure event. Additionally, landscaping within the right-of-wayT is a hazard to cityT staff and equipment when pushing back or hauling snow from boulevaYds as these items ma�r become buried under the snow making them difficult to identifyr. Conditions Which May Impact Policy Goals Vehicles disabled in deep snow. Weather so severe as to cause crews to be called in from the street, i.e., whiteout conditions. ■ Equipment rendered inadequate by the depths of the snow or drifts, refueling, refilling material spreaders, installing ne`v plo�v cutting edges, and routine maintenance. ■ IllegallyT parked, parked, or stalled vehicles that restrict or prevent access, those streets, `valks and pathwayTs will be assigned to lower priorityT, as available. ■ Unforeseen emergencies. ■ Equipment breakdown. Snow Plowing Procedures The Public Works Department shall maintain a snow and ice control procedures manual. Snow and Ice Control Policy Policy History Adopted byT: On (date) Item #