1

Winter Maintenance Policies

Winter Winter Maintenance Maintenance PoliciesPolicies

Alan StephenAlan StephenGeneral Manager, Infrastructure and Emergency Services

A Discussion on ApproachA Discussion on ApproachSeptember September 20052005

2

BMA ReportBMA Report

BMA identified a number of current and proposed practices with BMA identified a number of current and proposed practices with potential savings of $2.95Mpotential savings of $2.95M

BMA recommended the adoption of the provincial winter BMA recommended the adoption of the provincial winter maintenance standard Regulation 239/02 which sets out minimum maintenance standard Regulation 239/02 which sets out minimum winter maintenance standards or service level expectations. winter maintenance standards or service level expectations.

BMA recommendations can not be taken as is; they must be BMA recommendations can not be taken as is; they must be staged, timed and coordinatedstaged, timed and coordinated

3

Ontario Regulation 239/02Ontario Regulation 239/02

Part of the Municipal Act Part of the Municipal Act –– legal obligationslegal obligations

The provision of these minimum standards provide a safe and predThe provision of these minimum standards provide a safe and predictable ictable level of service to the citizens and a firm base to mitigate leglevel of service to the citizens and a firm base to mitigate legal liabilityal liability

Requires Requires ““bare roadbare road’’ service levels for designated arterial and collector service levels for designated arterial and collector roads in 2roads in 2--12 hours and 12 hours and ‘‘plowed and sandedplowed and sanded”” service levels on remaining service levels on remaining roads in 12 to 24 hours following a storm. As well, it providesroads in 12 to 24 hours following a storm. As well, it provides an equal an equal level of service to all highways and sidewalks in the Citylevel of service to all highways and sidewalks in the City

The adoption of provincial minimum winter maintenance standards The adoption of provincial minimum winter maintenance standards as a as a policy will provide all communities within the City with the sampolicy will provide all communities within the City with the same level of e level of winter maintenance serviceswinter maintenance services

4

Employment Standards Act and Motor Vehicle ActEmployment Standards Act and Motor Vehicle Act

ESA establishes Ontario standards in regard to the maximum hoursESA establishes Ontario standards in regard to the maximum hours of of work for employees and, combined with the MVA requirements, limiwork for employees and, combined with the MVA requirements, limits the ts the number of hours an employee can operate equipment to 13 hours ofnumber of hours an employee can operate equipment to 13 hours ofoperating time in a 24 hour period, to a maximum of 60 hours peroperating time in a 24 hour period, to a maximum of 60 hours per week, week, and a maximum of 15 hours on duty per dayand a maximum of 15 hours on duty per day

These regulations impact the number of employees required to carThese regulations impact the number of employees required to carry out ry out winter operations activitieswinter operations activities

BMA suggested we move to a shift systemBMA suggested we move to a shift system

Met with Union leadership and have put together a joint union/maMet with Union leadership and have put together a joint union/management nagement team to look at possible solutions for implementation, includingteam to look at possible solutions for implementation, including a trial for a trial for this winterthis winter

5

Department ObjectivesDepartment Objectives

Maintain Adequate Road Access.Maintain Adequate Road Access.

Safe Passage of Traffic.Safe Passage of Traffic.

Timely Service.Timely Service.

CostCost--EfficiencyEfficiency..

6

Current StatusCurrent Status

No Consistent Policy.No Consistent Policy.

No Unified Quality Standards.No Unified Quality Standards.

Inconsistent Service Delivery.Inconsistent Service Delivery.

7

To Meet ObjectiveTo Meet Objective

Develop Winter Maintenance Policy.Develop Winter Maintenance Policy.

Harmonize Existing Practices.Harmonize Existing Practices.

Adopt Best Management PracticesAdopt Best Management Practices..

8

Why Have a PolicyWhy Have a Policy

Define Mandate.Define Mandate.

Define Minimum Standards.Define Minimum Standards.

Establish Performance Measures.Establish Performance Measures.

Meet Legislative Requirements.Meet Legislative Requirements.

Provide Consistent Service.Provide Consistent Service.

9

Elements of PolicyElements of Policy

Policy is a BalancePolicy is a Balance

Mandate.Mandate.

Safety.Safety.

Resources.Resources.

Financial.Financial.

Legal.Legal.

10

Assignment of PrioritiesAssignment of Priorities

Road Classification.Road Classification.

a must for success.a must for success.

Hierarchy of maintenance activities Hierarchy of maintenance activities

Primary & Secondary activities.Primary & Secondary activities.

In worst case scenario, what is top priority?In worst case scenario, what is top priority?

Resource allocation priorities.Resource allocation priorities.

22

11

Fiscal AccountabilityFiscal Accountability

Acknowledge Fiscal Constraints.Acknowledge Fiscal Constraints.Provide Level of Service at lowest possible cost.Provide Level of Service at lowest possible cost.

Effective use of labour, equipment and materials.Effective use of labour, equipment and materials.Level of Service will match funding.Level of Service will match funding.

33

12

Legal ResponsibilitiesLegal Responsibilities

Applicable Acts, Statutes, Bylaws.Applicable Acts, Statutes, Bylaws.

Legal responsibilities for:Legal responsibilities for:Safety,Safety,Road maintenance, Road maintenance, The environment. The environment.

Liability and RiskLiability and Risk

Policy will reduce liability.Policy will reduce liability.

44

13

Environmental ProtectionEnvironmental Protection

Environment CanadaEnvironment Canada

Road Salt Management Guidelines. Road Salt Management Guidelines.

Salt Management Plan reporting requirement.Salt Management Plan reporting requirement.

(First report submission was June 30, 2005).(First report submission was June 30, 2005).

Mitigation Measures when required.Mitigation Measures when required.

55

14

Road Salt Management PlanRoad Salt Management Plan

Management Plan for Gap AnalysisManagement Plan for Gap Analysis

What do you have?What do you have?

Where do you want to go?Where do you want to go?

How to get there?How to get there?

15

Advantages of PolicyAdvantages of Policy

Define Mandate.Define Mandate.

Define Minimum Standards.Define Minimum Standards.

Establish Performance Measures.Establish Performance Measures.

Meet Legislative Requirements.Meet Legislative Requirements.

Provide Consistent Service.Provide Consistent Service.

16

Current Service LevelsCurrent Service Levels

Current service levels are close to that of preCurrent service levels are close to that of pre--2000 2000 amalgamationamalgamation

Resources are deployed to maintain bare surface to Resources are deployed to maintain bare surface to designated arterial and collector roads with salt and brine designated arterial and collector roads with salt and brine while simultaneously serving all other roads (plowed and while simultaneously serving all other roads (plowed and sanded) starting at various times with goals to complete sanded) starting at various times with goals to complete service within an 8 hour shiftservice within an 8 hour shift-- weather dependantweather dependant

17

Best PracticesBest Practices

To establish the best platform to implement the proposed serviceTo establish the best platform to implement the proposed servicedelivery model, a winter control route rationalization model is delivery model, a winter control route rationalization model is requiredrequired

This rationalization will determine the most efficient design foThis rationalization will determine the most efficient design for r deploying winter equipmentdeploying winter equipment

These outcomes will also be used to suggest the most efficient These outcomes will also be used to suggest the most efficient locations for section headquarters and deployment centreslocations for section headquarters and deployment centres

Once the service delivery model and design has been determined, Once the service delivery model and design has been determined, fleet rationalization can be undertakenfleet rationalization can be undertaken

18

Next StepsNext Steps

Implementation Plan based on:Implementation Plan based on:

BMA ReportBMA Report

Preliminary FindingsPreliminary Findings

Adopted StandardsAdopted Standards

Route Optimization and shift solutionRoute Optimization and shift solution

Develop service standardsDevelop service standards

Comply with ESA and MVAComply with ESA and MVA

Rationalize fleet and yardsRationalize fleet and yards

Manage riskManage risk

Reduce costReduce cost

19

Results to be AchievedResults to be Achieved

Overall results:Overall results:

Safe roadsSafe roads

MobilityMobility

Value for tax dollars (efficiency)Value for tax dollars (efficiency)

Consistent level of service (fairness)Consistent level of service (fairness)

20

Current Winter Operations ContractsCurrent Winter Operations Contracts

We have gone out to local contractors to establish one year We have gone out to local contractors to establish one year contractscontracts

All but 8 routes are secureAll but 8 routes are secure

Working to see if we, as a City, can provide a level of Working to see if we, as a City, can provide a level of service which meets or exceeds contractor level of service service which meets or exceeds contractor level of service for equal or less fundingfor equal or less funding

21

RecommendationRecommendation

Package you received has the background to the proposed Package you received has the background to the proposed implementation planimplementation plan

Reason for sole sourcing is the urgency to find what could be aReason for sole sourcing is the urgency to find what could be amore cost effective solution using our existing fleet and our nemore cost effective solution using our existing fleet and our newly wly arriving fleet ( be in place by 01 October)arriving fleet ( be in place by 01 October)

In accordance with the CityIn accordance with the City’’s Purchasing Bys Purchasing By--law, we request law, we request Council’s authority to use B North Engineering to provide a rationalization study and implementation plan at a cost of cost of $98,756. Funding available from existing budget.$98,756. Funding available from existing budget.

22

Thank YouQuestionsThank YouThank YouQuestionsQuestions