Winter Service Plan 2020 2021 - East Riding of Yorkshire ...
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
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 2020/21
12.5 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 2020/21
the 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 2020/21
17 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 2020/21
allow 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 2020/21
21.5 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 2020/21
Publicity 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 2020/21
27 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 2020/21
b. 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 2020/21
Emergency 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 2020/21
PART 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. 22 2020/21
You can also read