Public Works Roads Operations 5/27/2018 Winter Control Public Works Roads Operations

5/27/2018 What are we doing now? Winter maintenance of 2700 centre lane km of roadways and 250 bridges Combination of in-house and contracted services 9 operating areas 71 plow routes – takes 6-8 hours to complete Deployment of resources based on the provincial Minimum Maintenance Standards (MMS) and the council approved Level of Service (LOS)

Staffing 3 Managers 9 Supervisors 4 Seasonal Supervisors 6 Patrollers 42 Equipment Operators 17 Heavy Equipment Operators 18 FTE Seasonal

5/27/2018 What is it costing us?

5/27/2018 Level of Service The Council approved Level of Service Policy outlines the service levels for roadways based on road class for: snow accumulation sanding & salting icy roads winging back of snow banks snow removal winter patrol

Level of Service Minimum Maintenance Standards Classification Response to Snow Accumulation   Road Class CKL Road Priority Maximum Depth Time Cycle 1 N/A 2 1-Arterial 2.5 cm 4 hours 3 4 2 - Collector 8 cm 12 hours 5 3 - Residential Similar information is included in the policy for icy roads response, snow bank winging back, and snow removal.

State of Readiness Beginning of Winter 50% Operational October 31 November 15 Initiate Night Patrol November 8 End of Winter March 31 End of Night Patrol April 15

Operations 85 – 90% of average daily traffic occurs between 5am and 9pm Operations are geared to meet this demand Full-time staff in Monday to Friday A small number of operators regularly work evening and night time hours Resources are called in as required

5/27/2018 Winter Patrol Patrollers drive a representative route to monitor and record weather and road conditions Provide account of road conditions to supervisors and assist in developing a deployment plan Call in city staff for winter maintenance operations when authorized

Winter Operations Room Winter Operations Room Supervisors are responsible for providing supervision to equipment operators, patrollers and contractors Two shifts Monday to Friday: 3pm – 11pm and 11pm – 7am 24 hours on weekends Manages emergency responses Manages winter contracts

Operations Resources are deployed when snow or ice accumulation is greater than the depth specified in the council approved LOS based on road class. Priority: Snow 2.5 cm 8 cm 8 cm

Factors to consider Road classification Type of material used (sand or salt) Urban vs Rural Road temperature Air temperature Dewpoint Forecasted weather Proactive vs Reactive

Operations Review Managers, Supervisors and Patrol did an extensive debrief in the spring of 2015 Identified a number of areas that could be improved A kaizen was held to look at the Winter Operations Room and Patrol processes Changes will be made to this area for the upcoming winter

The Kaizen Team Rod Porter Area Manager Oliver Vigelius Nate Boudens Team Member Position Rod Porter Area Manager Oliver Vigelius Nate Boudens Acting Area Manager Michel Gratton Supervisor Warren Nicholishen Scott Berdan John Rychel Patroller Dale Weaver Brenda Stonehouse Process Improvement Facilitator

New Process

Operational Changes Re-established 3 patrol routes Last year there were 2 representative routes but routes were too long Have now created East, West and North patrol routes New patrol schedule developed Can be assigned to road patrol based on weather conditions (checking streetlights, signs, potholes, shoulder drop-offs, etc.)

Operational Changes Re-established 3 patrol routes Each patrol route takes 5 – 6 hours to complete During patrol the condition of each road is observed and documented A patroller will drive over 165,000km in a winter season (6 months) 3 shifts providing 24/7 coverage

Operational Changes Clarified Roles & Responsibilities Clear roles and responsibilities identified for Patrol Supervisor, Daytime Supervisor, Winter Operations Room Supervisor, Patroller Reporting structure and communication channels established Eliminates duplication

Operational Changes Eliminated supervisory duplication 5/27/2018 Operational Changes Eliminated supervisory duplication Winter Operations Room is in command of winter maintenance operations from 3pm – 7am Monday to Friday and 24 hours on weekends Daytime supervisors in command of their depot area 7am – 4pm Monday to Friday Supervisors are not required at 4am during call outs Productivity enhancement for supervisors

Operational Changes Established process for monitoring and documenting weather forecasts Identified official weather forecast provider Established centralized archiving Eliminated duplication of records (both paper and digital)

Operational Changes Proactive Planning Document created Patrol, WOR, Supervisors will all be using the same document Documents past – recent events; existing or ongoing events; course of action/plan Used throughout the shift as conditions warrant Shared at shift changes – patrol, supervisor, WOR

Operational Changes Created Winter Event Record Summary Tracking sheet used to document information on winter events Required to be filled out by each supervisor for each event Tracked centrally Data will allow us to start identifying trends by depot area

Operational Changes Data Collection Plan established Checklists created for forms – patrol, supervisor, WOR GPS Winter Operations Report to track each plow truck – time and materials Winter Event Records to track weather and road conditions

Operational Changes Training Plan Comprehensive training plan for operators, patrollers, supervisors, managers Standard operating procedures for new forms, communication and deployment Consistent deployment based on the council approved Level of Service

Public Education & Communication Public Education & Communication Plan Provide information to the public on our winter operations Level of Service and what they can expect Promote winter road safety Handy tips Enhance the profile of Public Works

Expected Results Consistent deployment based on council approved Level of Service Reduction in overtime Consistent material usage Productivity enhancement by eliminating duplication Consistent management of contracted resources

Level of Service The Winter Roadway Level of Service outlines the minimum level of service for winter maintenance The Policy has been reviewed and recommended changes will be presented to Council in a report on October 27 Changes more accurately reflect current practices

Recommended Changes Minimum Maintenance Standards Classification Response to Snow Accumulation   Road Class CKL Road Priority Maximum Depth (Current & MMS) Time Cycle (Recommended) Time Cycle 1 N/A 2 1-Arterial 5 cm 6 hours 2.5 cm 4 hours 3 8 cm 12 hours 4 2 - Collector 16 hours 5 3 - Residential 10 cm 24 hours 20 arterial routes and 51 secondary routes (collector/residential)

Deployment Resources are deployed as required to meet the council approved Level of Service Opportunities for cost savings are found by managing resource deployment Opportunity to reduce overtime and material costs on weekends by adhering to the Level of Service

Savings of 102 truck deployments over one weekend Deployment scenario 2.5cm Saturday 2.5cm Sunday Monday 0 cm Arterial Roads Collector & Residential Roads Labour Costs Material used 20 trucks Time & a half Salt 20 trucks Double Time Salt 20 trucks 51 trucks Regular Time Salt and Sand Savings of 102 truck deployments over one weekend

Potential savings of $50,100 in this scenario 5/27/2018 Potential Savings Saturday Sunday 2.5cm 2.5cm Labour Costs Materials TOTAL $14,200 $8,500 $22,700 $18,900 $8,500 $27,400 Potential savings of $50,100 in this scenario

Next Steps Level of Service Policy recommendations to Council on October 27 All operational changes have been put in place for the 2015/2016 winter season Monitor and make required changes throughout the season Provide Council with a debrief and recommendations for 2016/2017 season