Winter Service Plan 2020 2021 - East Riding of Yorkshire ...
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Winter Service Plan 2020 - 2021
Winter Service Plan 2020/21
INTRODUCTION
PART 1 – POLICY AND GENERAL INFORMATION
1. Policy
2. Winter risk period
3. Treated network
4. Salt Bins
5. Treatment times
6. Arrangement with other Councils
7. Facilities and resources
8. Winter resilience and triggers
9. Distribution of documents
10. Quality assurance
11. Performance measures
PART 2 – OPERATIONAL ARRANGEMENTS
12. Weather forecast information and weather stations
14. Operational arrangements
15. Decision making
16. Route treatments
17. Snow events
18. Salt spread rates
19. Operational communications
20. Reporting arrangements and protocols
21. Fleet maintenance
22. Records
23. Training
24. Information and publicity
25. Health and safety
26. Organisational chart
27. Responsibilities
28. Employee roles
29. Response during extreme conditions
PART 3 – Glossary
PART 4 - Appendices
1 2020/21
INTRODUCTION This Winter Service Plan (subsequently referred to as the Plan) sets out how the Council as Highway Authority for the East Riding of Yorkshire meets its Policy for the treatment of its roads, footways and cycle ways during the winter period; enabling a safe passage for vehicles and pedestrians, minimising delays due to winter weather and ensuring operations are undertaken safely. The Trunk Roads within the East Riding are the responsibility of Highways England and are treated by its contractor for Area 12. The Trunk road network includes the A63 and the M62. The Plan details the Policy and factual information in Part 1 and in Part 2 sets out the operational practice. The Plan is approved by the Director of Communities and Environment (C & E) annually under decision record within his delegated authority. 2 2020/21
PART 1 – POLICY AND GENERAL INFORMATION
1 Policy
1.1 The East Riding as a Highway Authority is under a duty arising from The Highways Act
1980, “to ensure so far as is reasonably practicable, that safe passage along the highway
is not endangered by snow or ice”, section 41(1A). It also places a duty on the Highway
Authorities, under section 150, to remove any obstruction of the highway resulting
from, amongst other things “accumulations of snow”.
1.2 The Council has established a Policy to meet these obligations taking a balanced
approach that recognises the overall priorities of the Council and the need to enable
the movement of people and goods along the highway network during difficult weather
conditions. The Policy statement, as set out below, including the extent of the service
and the routes forming the Precautionary Network, Secondary Network and Strategic
Footway Network, is reviewed on a regular basis as a part of the Council’s “Managing
the Highway Network Policy” and subsequently approved by the Council.
“The Council will aim to manage the carriageways so that the public can travel safely
and with minimal disruption or delay. We will do what is reasonably possible to ensure
that the strategic routes remain open to public use.
The service will consist of treating the Precautionary Network when weather forecasts
and ice prediction indicate treacherous conditions. The Precautionary Network shall
include all principal roads selected distributor roads and other roads all as approved by
the Council.
The target treatment time for roads to be treated shall be three hours. The
Precautionary Network will normally be treated before the start of the working day.
Snow clearing will be carried out throughout the network where appropriate and
practicable. Priorities will be determined by prevailing conditions.”
2 Winter Risk Period
2.1 The Winter Risk period generally runs from mid-October into April of the following
year however the actual extent of season is determined by forecast information and will
be extended if required.
3 Treated Network
3.1 The Treated Network consists of:
Precautionary Network - approximately 38%
(1,280km) of the Council’s roads are included in
the Precautionary Network.
Secondary Network - approximately 12% (420km) of the Council’s roads are
included in this network.
Strategic Footway Network - typically represents the busiest footways in the
main Towns.
3 2020/21
3.2 Treatment of these networks and in particular the Secondary and Strategic Footway
Networks is subject to the availability of resources. The priority for treatment is the
Precautionary Network.
3.3 The Treated Networks are shown on the Council’s website (Appendix A).
3.4 Roads included within the Precautionary and Secondary Networks are assessed in
accordance with a matrix that takes into account their relative importance. The
Precautionary Network includes all major ‘A’ and ‘B’ class roads together with other
selected roads.
3.5 Cycle routes are not specifically treated unless they form part of the treated
carriageway or Strategic Footway Network.
3.6 Snow Clearing Routes - these routes are a subset of the Precautionary Network.
They are considered strategically important such that prioritisation is given to clearing
these routes of snow prior to completion of the remaining Precautionary Network.
3.7 Reduced Service – a Reduced Service is invoked when it becomes unsustainable to
treat the Precautionary Network. This situation will be triggered when the extremes
of the weather coupled with resource issues means that it is not possible to sustain
the Winter Service in line with Policy for the foreseen duration of the weather event.
Approval to invoke a Reduced Service is delegated to Corporate Management Team
in consultation with the Leader and Portfolio holder, supported by a report from the
Director of C & E, (approved by Council at its meeting on the 13th October 2010).
3.8 The Council’s stated service represents its priority for treating the highway network
and demands for winter service elsewhere will only be accommodated once
resources become available. The only exception to this is where the emergency
services request support in their response to an emergency. In these situations,
where the Winter Service can help, it will respond subject to the availability of
resources and as soon as reasonably practicable.
4 Salt Bins:
4.1 Approximately 1300 salt bins are maintained in appropriate locations throughout the
East Riding for use by the public, on a self-help basis. These are maintained and
replenished as required subject to the availability of resources.
4.2 Salt bins are provided to aid local difficulties and are provided at locations such as
steep gradients or at junctions.
4.3 Requests for additional salt bins are assessed using a Council approved rating system
and only provided where they meet the criteria.
4.4 A Town/Parish Council salt bin acquisition scheme is available provided certain
criteria are met, in these cases the cost of the provision must be paid for by the
Town or Parish Council.
5 Treatment times:
4 2020/21
Precautionary Network – will normally be completed within 3 hours of
commencement
Secondary Network – will be as resources allow
Strategic Footway Network – will normally be treated during the working day
6 Arrangements with other Councils:
6.1 Information regarding weather forecasts and road treatment is shared with all adjacent
authorities, including Highways England:
Authority Arrangement(s)
Highways England Treatment decision information shared
Hull City Council Treatment decision information shared
Doncaster Metropolitan Borough
Treatment decision information shared
Council
North Lincolnshire Council Treatment decision information shared
North Yorkshire County Council Treatment decision information shared
York City Council Treatment decision information shared
7 Facilities and Resources
Depots
7.1 The Council runs its winter operation from four depots:
Beverley depot, Annie Reed Road, Beverley
Carnaby depot, Lancaster Way, Carnaby
Market Weighton depot, Becklands Park Industrial Estate, Market Weighton and
Hedon depot, Magdalen Hill, Hedon
7.2 All depots have one salt storage barn for operational purposes. Beverley and Carnaby
depots each have a second barn for the storage of salt as a strategic reserve.
7.3 The operational barns hold the following tonnages:
Beverley – operational – 2700; strategic - 2600
Carnaby – operational – 1900; strategic - 4250
Market Weighton operational – 4000
Hedon operational - 1900
Salt
7.4 The salt barns will be filled for the start
of the season and again prior to the
Christmas period. In February an
assessment is made as to the need for
and rate of replenishment of supplies.
Salt stocks are monitored through
WINLOGIX (see 11.2).
5 2020/21
7.5 Salt in the strategic barns is held to mitigate any risk against supply chain issues. Its
use will be rotated with that held in the operational barns. Requests from other
Authorities for salt to aid their service will only be provided if approved by the
Director.
7.6 Sample testing of the salt is an integral part of the supplier’s quality management
process ensuring compliance with the specification. In addition, sample moisture
testing of the stockpile is undertaken by the winter team.
7.7 The Council’s default salting method is to use pre-wetted salt and each depot has its
own brine high volume storage tanks and production facilities to support this.
Fleet
7.8 The Council’s fleet of spreaders is allocated annually to each depot such that there is
one spreader for each route commencing from that depot plus a spare spreader at
each depot. Similarly, each depot holds a number of ploughs and small items of plant.
All the spreaders are fitted with GPS tracking systems and automatic salting
functionality.
7.9 Each depot is equipped with a loading shovel suitable for the purpose of loading the
winter vehicles. In case of breakdown a spare is retained by Fleet Services at the
Beverley depot.
7.10 Footway treatments are undertaken by Environmental Services utilising quad bikes,
hand pushed snow blowers and manual spreaders.
8 Winter resilience and triggers
Ideal Minimum Required Stock Resilience (4 x 20GSM
Holdings Treatments/Day)
Period Days Absolute Min
Operational Strategic Total
Operation @ Days
Barn Reserve (Min)
Min tonnage Resilience
Start of
1 Full Full 17,000 T 19 12
Season
Prior to
2 Full Full 14,000 T 16 12
Christmas
January to
3 Target 85% of Capacity 14,000 T 16 12
April
To End of
4 Target 50% of Capacity 8,500 T 9 6
Season
8.1 The Council holds enough salt at the start of the season to deal with a normal winter
season and together with its supplier’s aims to ensure that no diminution of the
service is necessary. However, in the event that the winter weather is extreme
and/or the supply chain is severed, the following approach will be taken
8.2 The Council’s resilience level is based around national guidelines and for the purpose
of East Riding is: the ability to undertake 12 days continuous salting of the
Precautionary Network at 4 full call outs per day using 20g/m2 per call out. This
equates to 10,500t of salt.
6 2020/21
8.3 Where stocks fall below this level, the supply chain is limited or ‘cut’ and the forecast
indicates continued severe weather such that stocks fall to 8 days resilience (7,000t)
only the Precautionary Network will be treated until such time as further stocks are
secured.
8.4 Where following the actions in section 9.3,
stocks continue to be depleted against a
background of continued severe weather to 5
days resilience levels (4,375t) then the
Corporate Management Team (CMT) will be
asked to approve a Reduced Service treating
only the ‘A and B’ roads. This will provide a
further 2.5 days of treatment.
8.5 Overall, the above interventions would enable the Council to extend its ability to deal
with extreme conditions.
8.6 In the event that winter conditions deteriorate to the extent that the Council’s
emergency procedures are invoked the Winter Service will support the directions of
the Emergency Control Centre Manager.
9 Distribution of documents:
9.1 This Winter Service Plan is distributed to the following people and is also available on
the Council’s web site.
Director of C & E
Head of Streetscene Services
Technical Services Group Manager
Environmental Services Group Manager
Highway Maintenance Services Group Manager
Fleet Services Manager
Insurance and Risk Manager
External Recipients – the following organisations will be notified by e-mail on
where this Plan can be accessed:
Chief Constable Humberside Police
Chief Fire Officer Humberside Fire Brigade
Heads of Roads – adjoining authorities
East and North Yorkshire Ambulance Service
Bus Companies/Operators via ERYC Transportation Group Manager
Road Haulage Association Northern Region
10 Quality Management
10.1 The management team recognises the value of a Quality Management System and has
put in place a system which is audited by the Councils internal Audit team. Through
this approach the Council maintains a culture of continual improvement and Best
Value ensuring consistency of approach and standards that enables the delivery of the
quality service expected by our customers.
7 2020/21
10.2 The Management Team are committed to continually improve the Quality
Management System and will ensure compliance with all applicable legislation and
requirements. The Policy Statement is communicated to staff and our customers
through the Winter Service Plan which is updated annually.
10.3 For the East Riding an effective Quality Management System for its winter service is
an important instrument allowing operations and service to be efficiently delivered
and recorded. Through internal Audits the Management Team will periodically review
the Management System, its Policy and Objectives to ensure they remain relevant,
realistic and achievable and that adequate resources are available to effectively
implement the Management System.
11 Performance Measures
11.1 In accordance with the Council's quality systems, five key performance indicators are
evaluated and compared nationally, as follows:
a. Percentage of routes on the Precautionary Network commenced on time
b. Percentage of routes on the Precautionary Network completed by the target
time.
c. Route efficiency - percentage of highway treated as a proportion of that
travelled
d. Total cost per km of carriageway travelled for precautionary treatment
e. Total cost for carriageway winter maintenance treatment over the entire
winter period divided by the total carriageway network length
11.2 Internal Management Information:
a. An integrated operational management system, WINLOGIX, is utilised to keep
contemporary records
b. Live records of treatment performance are maintained and reviewed regularly.
c. Financial Modelling
d. Salt Management Modelling
e. Performance Plus (InPhase) Records
f. Data quality and audit reports
8 2020/21
PART 2 – OPERATIONAL ARRANGEMENTS
12 Weather forecast information and weather stations
12.1 Between October and April a bespoke weather forecasting service is provided by the
Council’s contracted supplier, this service is available 24 hours a day, 7 days a week;
the data provided includes:
Road surface temperature.
Deep road temperature.
Air temperature.
Wind speed and direction.
Relative humidity.
Precipitation.
Surface state (including level of salt present on the road surface at the sensor
point).
12.2 The specific reports include:
Morning summary – available from around 7am. These forecasts include
details of actual overnight conditions and preliminary forecasts for the next
24 hours.
Main lunchtime forecasts – available between 12:00 and 14:00 hours. These
36-hour domain forecasts contain information detailing levels of confidence in
hazards from ice, hoar frost, snow, fog, strong winds or rain.
Other pertinent information includes wind speed and direction as well as
road state and snow depth accumulation.
2-5 day forecasts – also available between 12:00 and 14:00 hours – providing
details of expected hazards such as ice, frost, snow, fog, strong winds and
rain, with comments on the outlook.
Early evening and late evening updates – available from around 18:00 and
23:00 hours. These forecasts provide the same information as the lunchtime
forecasts, with any changes highlighted.
12.3 The weather forecast provider monitors conditions on a 24-hour basis. If conditions
vary significantly from the forecast, contact is made advising of the changes and when
appropriate, an updated forecast is issued.
12.4 The forecast supplier also provides a 24-hour consultancy service for use by Decision
Makers who need advice and clarification.
9 2020/2112.5 The Council has a number of weather stations which provide site specific data for use
by the weather forecaster. These stations and the data collected is managed by
Vaisala and sent to the forecaster to aid the forecast predictions and the controller
with monitoring and decision making.
14 Operational arrangements
14.1 The East Riding has four distinct weather domains and has 17 gritting routes split
between the Domains. The 17 routes commence and end from their designated
depot. 4 routes operate out of the Beverley depot; 4 routes out of the Carnaby
depot; 6 routes out of the Market Weighton depot and 3 routes out of the Hedon
depot.
14.2 The four domains are:
A Coastal domain influenced by the coastline and weather patterns across
the North Sea
The Yorkshire Wolds forming the high ground rising to the highest point at
Garrowby at just over 800ft
The Vale of York being a low lying flat area of ground susceptible to fog and
A Central Area between the Wolds and Coast generally slightly warmer than
elsewhere
14.3 Where the weather forecast indicates that it is necessary to treat those routes within
one domain only those routes will be treated.
14.4 The Precautionary Network is normally treated if it is forecast that ice or snow is
likely to be present on the road surface. This will be undertaken, as far as possible,
prior to the onset of those conditions.
14.5 The Secondary Network and Strategic Footway Network will normally be assessed
for treatment needs daily. This treatment is subject to the availability of resources.
14.6 During periods of severe adverse weather the Secondary Network and/or Strategic
Footway Network may be treated prior to the onset of severe conditions, this is
subject to the availability of resources.
14.7 The response time for treatment of the Precautionary Network (from a decision
being made to the spreaders leaving the depots) is normally one hour
15 Decision making
15.1 Treatment decisions are made taking into
account the forecast information, prevailing
conditions and monitoring data which
includes experience and feedback from
scouting of the network.
15.2 The Council operates a decision support tool
(WINLOGIX) that proposes a treatment
(should one be required) to aid consistency in
decision making. However, the Decision Maker will ultimately decide whether to use
10 2020/21the proposed treatment or declare an exception and through experience determine
an alternative course of action.
15.3 On receipt of the main lunchtime forecast or update that makes a material change to
the proposed action the Decision Maker will make a decision on whether a treatment
is required and the timing. The decision will normally be from one of five options as
follows:
a. Precautionary salting to commence as soon as possible.
b. Precautionary salting to commence at a specified time.
c. Treatment is likely but the start time cannot yet be determined (e.g. rain
falling or is forecast prior to sub-zero temperatures).
d. Treatment is possible – conditions to be monitored (marginal night).
e. No action required (no hazards forecast).
15.4 If treatment is planned, the decision will include the required salt spread rate.
15.5 If the decision includes repeat salting and/or snow clearance, this will normally be
noted on the decision record, if known.
15.6 If the decision is for option c, d or e and treatment becomes necessary, an amended
decision will be completed and distributed.
15.7 If the decision for action is a or b and conditions improve so that salting is cancelled,
the records are updated.
16 Route treatments:
16.1 The Precautionary Network is likely to be treated under the following circumstances:
a. On damp or wet roads where the forecast indicates the formation of ice is
likely
b. On roads where a hoar frost is predicted (this can occur when the road
surface temperature is below freezing and below the dew point).
c. When falling temperatures are forecast to cause freezing conditions
consideration will be made of the prevailing conditions such as the humidity,
presence of residual salt and cloud cover. In these cases advice will be sought
from the forecast provider in the event of any doubt about forecasted
conditions.
16.2 Precautionary salting is likely to be delayed under the following circumstances:
a. When high levels of precipitation are occurring or are forecast to occur
which are likely to wash the salt off the network.
16.3 Precautionary salting will not normally be carried out under the following
circumstances:
a. There is enough residual salt on the network to deal with the expected
conditions.
b. Weather forecaster information indicates the road surface temperature will
rise before the network can be salted.
c. There is no risk forecasted.
11 2020/2117 Snow events:
17.1 When snow is forecast and time/resources allow, the Precautionary Network will be
salted where required prior to the snowfall.
17.2 The treatment of snow will normally be undertaken in
the following manner:
a. Light Falls - Undisturbed accumulations of snow
reaching a depth of less than 25mm - will normally be
dealt with by one or more applications of salt.
b. Moderate or Heavy Falls - Falls of snow reaching a
depth of between 25mm and 100mm or light falls of
snow with drifting conditions may require the use of
ploughs in addition to salting.
17.3 Under normal circumstances the priority for carriageway snow clearing is as follows:
a. While snow is still falling, the Snow Clearing Routes will normally be targeted
for ploughing and treatment.
b. After snow has stopped falling but where it is still lying, the Snow Clearing
Routes and the remainder of the Precautionary Network will be ploughed and
treated, subject to availability of resources.
c. Once the Precautionary Network has been treated and is clear, the Secondary
Network may be treated, this will usually be during normal daytime working
hours.
d. All treatments are subject to the availability of resources with prioritisation
being given to the Snow Clearing Routes and Precautionary Network.
17.4 Environmental Services normally undertake treatment of the Strategic Footway
Network during the working day. In extreme conditions once the Strategic Footway
Network is clear consideration may be given to expand treatments to allow other
busy Urban areas to be treated subject to the availability of resources.
17.5 The exact timing of Snow Clearing operations is subject to the availability of
resources and forecast predictions.
18 Salt Spread Rates:
18.1 The spreaders’ width of discharge is variable and is adjusted accordingly to the width
of carriageway being treated.
18.2 Spreaders will generally travel in the left hand lane and the spreading pattern will be
set asymmetrically to cover both lanes of the carriageway.
19 Operational communications
19.1 Good communications are essential to ensure speedy and effective response to
winter conditions. Contact details are maintained within WINLOGIX.
19.2 All spreaders are fitted with two-way digital radio equipment to enable operational
contact to be maintained with the drivers. They are also fitted with GPS systems that
12 2020/21allow the sections of road that have been treated to be clearly identified along with
the time and nature of the treatment.
19.3 Drivers are issued with a text advising them when to commence treatments, drivers
respond to the call confirming their availability.
19.4 Through WINLOGIX the Winter Controllers are made aware of possible driver
issues, replacements can be arranged for should that be necessary.
19.5 Drivers either coming into the depot or during their treatment report to the Winter
Controller any adverse conditions that may require special attention.
19.6 The hand over arrangements between officers at Shift Changes is important for
continuity of the Winter Service. To support this the process is documented and
supplied to relevant officers – ‘Hand over Process’, Appendix B.
20 Reporting Arrangements and Protocols
20.1 The Winter Controllers/Operations Managers log details of any treatments in
WINLOGIX.
20.2 The Winter Controllers/Operations Managers report details of all plant defects and
breakdowns to Fleet Services.
20.3 The Winter Controllers/Operations Managers report details of all additional plant and
labour hired from sub-contractors at the end of their shift.
20.4 The winter services control room is normally manned during road treatments. Should
long periods of severe weather persist the Control Room may be manned on a 24-
hour basis.
20.5 Operational staff report progress throughout the period of treatment to the Winter
Controller/Operations Manager.
21 Fleet Maintenance
21.1 The Council’s Fleet Services team procures, maintains and repairs the winter services
plant, vehicles and equipment.
21.2 Pre-season spreader checks and calibration is undertaken by trained and authorised
service technicians. Distribution checks are also undertaken after major overhaul that
is deemed likely to have had an effect on the spreading rates. Should no further
checks have been undertaken due to maintenance operations a mid-season
distribution check is made.
21.3 Fleet Services has access to additional vehicles and equipment that can be utilised for
winter service duties, if required.
21.4 During severe weather conditions additional resources can be drawn from other
areas of the East Riding Council and private contractors.
13 2020/2121.5 Fuel supplies for winter services operations are located at all winter services depots.
Details of the vehicle fuelling arrangements can be found in the Winter Services
Operatives Manual.
22 Records
22.1 The Council retains records of winter treatments for at least the minimum prescribed
statutory periods.
23 Training
23.1 Winter service Decision Makers and Operatives
participate in appropriate specialised training.
23.2 New Winter Operatives will normally receive
training on their duties prior to the onset of the
winter season. Details of their duties are
available in the Winter Services Operatives
Manual.
23.3 All winter service operatives participate in
refresher exercises prior to the onset of the
winter period.
23.4 A bespoke Operative training programme has been developed and a training centre
established to facilitate the delivery of targeted accredited training with specific focus
to the needs of the East Riding’s drivers. This enables training to be undertaken
focused upon the equipment, plant and procedures used in the operational
environment.
23.5 By developing and delivering bespoke in house training packages the Council is much
more able to suitably equip new operatives to be operationally competent as soon as
they are placed on the rotas. Likewise the Council is able to keep established
operatives’ skill sets up to date and 'up-skill' when this is required.
24 Information and publicity
24.1 A publicity plan is developed in conjunction with the Council’s Marketing team prior
to commencement of each winter season. Articles are produced and distributed at
appropriate times describing the service and operational contact points.
24.2 During the winter and particularly during prolonged spells of snow and ice, The
Director of C & E will co-ordinate statements to the press, radio and television
24.3 During extreme conditions, public warning messages may be co-ordinated by a multi-
agency group, as outlined in the Council's emergency management arrangements.
24.4 The Council’s Customer Services Network is responsible for taking the general
public’s telephone enquiries about the winter service during office hours. Out of
normal hours calls are taken by the Councils Customer Services Network (CSN) or
by Lifeline.
14 2020/21Publicity
24.5 General advice and information for the public concerning the winter service will be
catered for through publicity including articles in the Council’s magazine which is
distributed free to all homes in the East Riding.
Internet
24.6 The Council maintains a comprehensive website which can be accessed at:
www.eastriding.gov.uk and also maintains ‘Facebook’ and ‘Twitter’ services that
provide winter related information.
25 Health and Safety
25.1 The Council is committed to ensuring the health and safety of its staff, operatives and
the public at large following the requirements of the Health and Safety at Work Act
and other applicable Legislation.
25.2 Appropriate risk assessments are undertaken and applicable methods of safe working
are in place, reviewed and/or updated at least annually prior to the onset of the
winter season. Risk assessment documentation is available via the Council’s Intranet
site and form part of the training programme.
25.3 Any incidents occurring during Service Delivery, which involve health and safety
related issues are fully investigated to determine what lessons can be learned and
what outcomes are required.
26 Organisational chart
15 2020/2127 Responsibilities
27.1 The Director of C & E is responsible for enabling the delivery of The Winter
Maintenance Service Policy through the Winter Service Plan.
27.2 Streetscene Services within this Directorate, on behalf of the Council, is responsible
for facilitating and delivering the Winter Service. The Technical Services Group within
Streetscene Services is responsible for setting up the winter operations and managing
the Winter Service out of normal working hours.
27.3 The Highway Maintenance Group within Streetscene Services is responsible for
managing and running the winter treatments during normal working hours and
provides the bulk of the internal drivers.
27.4 The Environment Service Group within Streetscene supports winter operations by
undertaking treatment of the Strategic Footway network and Ancillary work such as
the filling of salt bins and car park clearance. Further support is undertaken, as
directed, during times of extreme weather.
27.5 Under its remit to set up and establish the Winter Service for the Council, the
Technical Service Group will:
Maintain the services Quality Management procedures
Review, update, produce and distribute the Winter Service Plan
Liaise with adjacent highway authorities and contractors undertaking duties on
behalf of the Highways Agency
Provide mapping, which highlights roads, designated for salting treatment
Provide mapping, which highlights roads that make up the Snow Clearing Routes
Provide decision-making charts, advice and guidance for those involved in winter
services
Arrange for weather forecasts, ice prediction reports and road and weather
monitoring information to be made available throughout the winter period
Arrange for the specialist vehicles and equipment to be made available throughout
the winter period
Recruit and train winter personnel (drivers/controllers)
Arrange for supplies of salt to be made available throughout the winter period
Monitor the usage of salt and ensure supplies are replenished to maintain an
appropriate level of salt in the stockpile
Establish contact numbers for access to the emergency services, public transport
operators, local media and forecaster
Pass factual information on road conditions to the Council’s press officer, local
media or general public when required
Monitor all aspects of the winter service and provide information on performance
for the service
Maintain full and comprehensive records of all winter service activities
Maintain a list of contractors with suitable plant available for snow clearing
purposes and hiring such plant when necessary
Arrange with the Transport Manager for appropriate staff to be available on 24-
hour standby to deal with mechanical breakdown
Arrange for calibration and distribution checks of the salt spreading equipment
16 2020/21 Check the moisture content of the salt
Ensure all operatives receive adequate and appropriate training in winter service
activities
Ensure drivers have all the information they need to enable treatments
Monitor and evaluate developments within the industry that may be beneficial to
the delivery of the service
27.6 Under its remit to operate the out of hours Winter Service for the Council, the
Technical Service Group (which includes the out of hour’s staff) will manage the
service as follows:
Review the weather information and conditions during the working week and
make the mid-daytime decision on the treatments requirements
A nominated ‘Duty Officer’ will be the ‘Decision Maker’ for the week, issuing
instructions in line with the decision. This role transfers to the ‘Winter
Controller’ out of hours.
The ‘Winter Controller’ is responsible out of hours for making decisions,
amendments and undertaking operational control as necessary
The decision will include the start time and rates of spread
Direct out of hours salting and snow clearing resources
Manage the road weather forecasting contract
Monitor the treatments and amend instructions, when necessary, due to changing
road or weather conditions
Monitor the forecasts and weather conditions
Monitor actual road surface temperatures and road conditions
Assess the need to carry out secondary salting or snow clearance of the network
during prolonged spells of adverse weather and ensure the works are carried out
where most appropriate
Liaise when appropriate with emergency services and public transport operators
Ensure the vehicle maintenance unit (VMU) is notified of any vehicle faults and
ensuring these are repaired without delay
Manage, maintain and replace salt bins In the event of severe deteriorating
conditions, such as major blockages to the network and/or severe drifting snow,
to contact:
a. The Emergency Services (Police, Fire, Ambulance).
b. The Council’s Press/Media Officer during office hours or via
authorised email at other times.
c. The Council’s Emergency Planning Officer.
27.7 Under its remit to operate the Winter Service during normal working hours for the
Council, the Highway Maintenance Services Group will:
Provide drivers for the spreaders and other vehicles/plant used
Provide ‘Scouts’ to assist the Decision Makers
Establish a rota of drivers, operational controllers and Duty Engineers to carry
out the various duties
Be responsible for running operations as circumstances dictate under the
leadership of the ‘Operations Manager’ (or ‘Duty Engineer’ if conditions warrant a
‘Duty Team’)
17 2020/21 Maintain detailed records of activities undertaken
Manage the salting of the Precautionary Network and/or Secondary Network(s)
as directed by the Technical Services Group through Decision Record
Determine snow clearing priorities and manage operations
Liaise as necessary with the road weather forecaster
Monitor the treatments and amend instructions, when necessary, due to changing
road or weather conditions
Monitor the ice prediction forecasts and weather conditions
Monitor actual road surface temperatures and road conditions
Liaise when appropriate with emergency services and public transport operators
Ensure the vehicle maintenance unit (VMU) is notified of any vehicle faults and
that these are repaired without delay.
In the event of deteriorating conditions, such as major blockages to network
and/or severe drifting snow, to contact:
a. The Emergency Services (Police, Fire, Ambulance).
b. The Council’s Press/Media Officer during office hours or via
authorised email at other times.
c. The Council’s Emergency Planning Officer.
28 Employee roles: (see also, Glossary)
28.1 The Decision Maker is responsible for monitoring the road and weather conditions,
for reaching the appropriate decisions in line with the approved treatment matrices
and for disseminating the information. The Decision Maker will typically be the Duty
Officer during normal working hours (or Duty Engineer during extreme conditions)
or Winter Controller (out of hours)
28.2 The role of the Winter Controller is:
a. To continually monitor the prevailing weather conditions outside of normal
working hours, with a view to issuing operational instructions and/or
amendments as required.
b. To utilise and manage effectively, outside normal working hours, all resources
under his/her control i.e. labour, plant and materials to effect appropriate
treatment of the road network, and to complete all relevant documentation
promptly.
c. When conditions make roads impassable the Winter Controller will contact
the Police and other emergency services advising them of the situation.
28.3 The role of the Duty Officer is:
a. To review the daytime forecasts and make a decision on treatment
requirements and their timing, updating as necessary in line with changing
conditions
b. Inform all operatives of the decision should timing of the operations make
this a requirement
c. To advise on establishing and be part of a Duty Team to support the
Council’s winter response
28.4 The role of the Operations Manager is:
a. To manage the daytime operational winter service in line with any decisions
made
18 2020/21b. To exercise discretion in the treatment of routes (as resources allow) to aid
difficult situations
28.5 The role of the Duty Engineer is:
a. To manage the Duty Team and lead on decision making regarding priorities
for the deployment of winter resources during extreme conditions
b. Ensuring full and complete records are kept of activities undertaken and costs
incurred
28.6 The role of the Duty Team is to:
a. Take control during daytime winter operations when ongoing winter
conditions require constant treatments and it is not practical for the
Operations Manager to manage the situation in isolation
b. The Duty Team is led by the Duty Engineer and is normally supported by the
Operations Manager, a support assistant and the Duty Officer
28.7 The role of Scouts is:
a. To drive specific routes to check road conditions and provide the Decision
Maker with live information to support decision making
28.8 The Service Manager for Winter Services ensures that adequate resources are
available for the Winter Controllers/Operation Managers to undertake their duties in
line with Council policy, thus enabling effective delivery of winter service.
28.9 The role of the Winter Service Operatives is to carry out their duties in a safe and
efficient manner. More detailed explanation of this role is included in the Winter
Services Operative’s Manual.
28.10 All personnel involved in the provision of the winter service will acquaint themselves
with the duties, responsibilities and working procedures necessary for each operative
to carry out his/her tasks in a safe, effective and efficient manner.
28.11 Full contact details, including out of hour’s telephone numbers, are available to
appropriate personnel via WINLOGIX.
28.13 The Service Manager is responsible for production of employee duty schedules, rotas
and standby arrangements for the out of hour’s operations.
28.14 Appropriate arrangements are made to ensure the availability of trained labour and
supervisory staff for the winter services season.
28.15 During severe weather conditions the Winter Controller/Operations Manager may
call upon the services of private snow clearing contractors from an approved listing.
28.17 All approved snow clearing contractors supply details to allow them to be contacted
during the winter season.
29 Response during extreme conditions
29.1 If extreme conditions or prolonged and heavy snowfalls occur throughout the East
Riding, consideration will be given to declaring an emergency in accordance with the
Council's emergency management arrangements and the Local Resilience Forum
19 2020/21Emergency Procedures Manual. In these circumstances the Winter Controllers will
continue their snow control duties as appropriate during the normal duty period and
may be requested to provide advice to the Council's emergency Control Centre
Manager.
29.2 Winter service control room staff will supply details of snow clearance and network
condition to the emergency services as required; this is likely to be through the
Council’s Media Team.
29.3 Should the sustainability of Service Delivery be compromised by restrictions in the
availability of resources, the Authority has defined a Reduced Network comprised of
the ‘A and B’ roads within the East Riding, in order to ensure safe passage over these
major routes.
20 2020/21PART 3 - GLOSSARY BUREAU SERVICE PROVIDER Maintains the remote weather monitoring stations & transmits data between forecast provider and the Council. CROSS BOUNDARY ROUTE Route that crosses the boundary into adjacent authorities. DECISION MAKER Officer tasked to monitor the prevailing conditions and make treatment decisions. DUTY ENGINEER An Area Engineer on a daytime rota throughout the winter period to lead the Duty Team and also provide to the winter operation at appropriate times DUTY OFFICER A nominated officer during normal working hours (within the Winter Team) whose responsibility whilst on ‘Duty’ is to review the forecast and other data and decide what treatment is required DUTY TEAM A team of people led by the Duty Engineer, managing the winter event consisting of the Duty Engineer, Operations Manager, and an officer from the Winter Team FORECAST PROVIDER Dedicated forecast provider. HIGHWAY Highway maintainable at the public expense. MARGINAL NIGHT Night when the weather will fall close to freezing. PRECAUTIONARY NETWORK Routes approved for treatment in anticipation of ice and snow REDUCED NETWORK A network consisting of ‘A and B’ roads only. A reduced network comprises the only roads to be treated when this service is invoked by the Council and is in response to rapidly declining resources. SECONDARY NETWORK Routes normally treated when forecasts indicate freezing conditions are likely to persist beyond midday. SCOUTS Officers/Operatives who carry out reconnaissance of the network and report on the conditions found. SNOW CLEARING ROUTES The most important routes within the Precautionary Network that must remain free from snow and ice wherever possible. SPREADERS Vehicles used for the purpose of spreading salt on the highway. STRATEGIC FOOTWAY NETWORK Routes normally treated when forecasts indicate freezing conditions are likely to persist beyond midday. TREATED NETWORK The treated network consists of the Precautionary Network, the Secondary Network and the Strategic Footway Network each of which can be treated in isolation, WINTER CONTROLLER A person appointed to carry out weather monitoring and operational control duties outside of normal working hours 21 2020/21
PART 4 APPENDICIES
Appendix A - List of treated networks
http://www2.eastriding.gov.uk/environment/roads-streets-traffic-and-parking/winter-
services/road-and-footpath-salting/
Appendix B – Typical hand over process
Continuing Operations Handover Protocol
During periods of adverse weather continuous service delivery is often required in order that the defined
networks can be appropriately managed. It is the aim of this protocol to regularise the shift hand-over
procedures in order that continued operations are effectively managed.
Handover Times
07:30 – 08:00
16:00 – 16:30
22:00 – 23:00
The oncoming Controllers should be present in the control room at the start of the defined handover period.
The off going Controllers should be ready to hand over to the oncoming Controllers at the start of defined
handover period.
In readiness for the handover the off going Controller(s) should vacate one of the control work stations for
the use of the oncoming Controllers.
Once all the appropriate personal are in attendance the off going Controller(s) are to present to the oncoming
Controller(s) an operational status report which includes the following information:
Network treatments undertaken during their shift and the preceding shift
Winter maintenance network(s) status and operational delivery plan(s);
Precautionary/Secondary/Footway
Details of Any Current Operations:
Gritters/Ploughs/Sub contractors/Scouts/Footway operatives/Other department operatives
A Synopsis of the Weather: Currently presenting / Forecast over the next shift/24 hours
A Resource Summary, Including Details of:
Gritter/Plough Availability
4 x4 Availability & Access Arrangements
Personnel Issues which may have an Impact
Salt/Fuel / Depot/IT Systems Availability
Any issues of note including details of:
Any operational accidents
Any specific actionable service requests
Planned media interaction
Road closures
Police RTA’s
Any Other Issues
At the end of the handover period it is normally expected that the off going Controller will depart from the
Control Room to allow the ongoing Controllers to take over the operational management of delivery.
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