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Snow and Ice Removal Plan

I. Introduction

Effective snow and ice removal is dependent on efficient and orderly utilization of a variety of personnel, equipment and materials. Since every snowfall is different the specifics will change each time. However, the general order and pattern of removal will remain the same.

The Department of Operations Grounds Shop has several different ways of clearing areas of snowfall:

  1. 1 and 1½ - Ton trucks with snow blades and “ice-melt” spreader.
  2. Hustler tractors with cabs and five-foot rotary brooms.
  3. Tow behind top dresser (for spreading three feet wide paths of sand).
  4. Pay loader and BOBCAT front-end loader.
  5. Small crews of personnel with snow shovels.

It has been our experience that the equipment listed above is effective for snow removal for amounts up to approximately 4 – 6 inches. It should be noted that little of the listed equipment above is specially designed for snow and ice removal. It is being adapted for this use. Generally this equipment is less effective for dealing with ice storms or snowfalls over six inches. Since historically these types of occurrences have been rare, we do not have the type of heavy-duty equipment used by municipalities and state highway departments. In addition, the calcium chloride pellets used, known, as “Ice Melt” is less effective when the temperature is below ten degrees.

II. Responsibilities

  1. BSC (Building Systems Controls) on duty supervisor.
    1. Monitors the current weather conditions.
    2. Maintains contact and coordinate with VPD (Vanderbilt Police Department) and Plant Operations on duty campus engineer (after normal duty hours) to verify current road conditions.
    3. Call and advice Plant Operations key staff when weather conditions require execution of the snow removal plan. (See TAB 1 - Snow and Ice Removal Plan Calling Tree)
    4. Effects coordination with VUMC Delta and Parking and Transportation Services. (See TAB 2 – Key Snow and Ice Removal Plan Points of Contacts)
  2. Director of Operations.
    1. Responsible for the safe execution of the snow and ice removal plan.
    2. Contact the Grounds Shop Supervisor to initiate snow removal plan.
    3. Keep the Assistant Vice-Chancellor for Plant Operations informed on the status and progress of the snow removal plan execution.
    4. Monitors the snow and ice removal operation progress and maintains contact with both BSC and Plant Operations SIS (Services and Information Systems) to monitor calls on trouble areas that may require special attention.
  3. Grounds Shop Manager.
    1. Ensures that all grounds personnel are familiar with their designated tasks and areas of responsibility in accordance with the snow and ice removal plan.
    2. Ensures that all snow removal equipment is operational, and that adequate amounts of salt, calcium chloride pellets and non-corrosive liquid ice-melt are on hand for snow and ice removal operations.
    3. Conducts snow and ice removal operations safety briefing with on-call personnel. If inclement weather conditions occur after duty hours, contact on call personnel and have them report to the Peabody Maintenance Building at 230 Appleton Drive.
    4. Ensures that snow removal crews are appropriately dressed to perform their duties; ensures that crews, especially those on foot, have warm up breaks.
    5. Executes the snow and ice removal plan. Areas of responsibility are the Primary and Secondary Road and Sidewalk Routes as described on pages 3 through 9 of this plan and depicted on the Snow Removal Plan map attached at TAB 4.
  4. Building Services. Assist with removal of snow and ice from building entrances, steps, landings and ramps, etc. See the Building Services Personnel section on page 10 of this plan.
  5. VUMC Environmental Services. Responsible for snow and ice removal in areas specified on attached memorandum, Subject: Ice and Snow Removal from Walks, Steps and Patios, dated December 13, 2007. (See TAB 3)
  6. Medical Center Parking and Transportation Services. Responsible for snow and ice removal on parking garages: VUH Garage, TVC Garage, Capers Garage, and 25th Ave. Garage.

III. General Procedures.

Current weather conditions are continually monitored by the BSC on duty supervisor. BSC utilizes the National Weather Service Doppler Radar for the Nashville Greater Area as a source of information. As a rule when accumulation is ½ inch on the Parking Area north of Bryan Building, the on duty BSC supervisor will notify the Director of Operations who will in turn activate the snow removal plan. To ensure that the current weather conditions warrant the execution of this plan, BSC will contact the VPD and the campus engineer on duty to verify the current road conditions.

IV. Execution.

A. Trucks with Snow Blades

The Grounds Shop Manager will dispatch two trucks simultaneously to apply ice melt, push and scrape snow off (if deep enough) from primary and secondary road routes in sequence. See enclosed Snow Removal Plan Map at TAB 4. Each driver has a designated set of primary and secondary road routes. Designated routes by vehicle are as follows:

1-TON TRUCK W/SNOW BLADE AND SPREADER BOXOperator will clear the following routes in order:
Primary Road Routes Secondary Road Routes
1 - Vanderbilt University Hospital Emergency Room entrance
2 - Crosswalk to Vanderbilt Hospital Medical Center Drive
3 - 22nd Ave Medical Drive at Imaging Science
4 - Shuttle Bus drop off 22nd Ave Medical Center Drive
5 - Shuttle Bus drop off to South Entrance of Medical Center North near Round Wing & Eskind Library
6 - 22nd Ave TVC Clinic Drop off Medical Center Drive
7 - 23rd Ave South Drive between TVC loading dock and VA Hospital
8 - Children’s Hospital Drive, Children’s Way
9 - Stevenson Center Lane
10 - Student Life Center and Ingram Studio Arts Drive Way
1 - Stallworth Rehabilitation Main Entrance
2 - Stallworth 22nd Ave South park drive way
3 - Dayani Center Drop off lots 113& 42A
4 - Dixie Place
5 - Psychiatric Hospital at Vanderbilt
6 - Belcourt areas parking lots 105 through 110 entrances and main drive aisles
7 - Parking lots 73, 73A, 74 & 75 entrances and main drive aisles and shuttle buses stops
8 - Blair School of Music
9 - Parking Lots 72 B-C-D-E
10 - Parking Lots 71,64,16 16A 27, 18


1-1/2 TON TRUCK W/SNOW BLADE AND SPREADER BOXOperator will clear the following routes in order:
Primary Road Routes Secondary Road Routes
1 - Appleton Drive & Stallworth Child Care Parking lot 85,86
2 - Kirkland Hall Esplanade Drive Alumni Hall & Kirkland Hall rear patio
3 - Rand/Sarratt loading dock area Power house yard & 24th Ave South Kirkland Place Vanderbilt Place
4 - Fine Arts and Admission drive and parking lots 1, 2, 3, 4, 5, 5A, 5B, 6, 6A, 6B, 7 and 19
5 - OGSM-Divinity Drive
6 - Capers Ave, Peabody South Drive, Magnolia Circle and Wyatt Center
7 - Freedom Forum Drive/VIPPS drive
1 - Tennis Center lot 61
2 - McGugin Center Lots 13 and 32
3 - Morgan & Lewis House drop off areas Lots 23, 24, and 30
4 - Branscomb Drive Lot 21 and Lot 15
5 - Kensington Place, West Side Row, 24th Ave S
6 - Carmichael East loading dock area Lots 17 and 34
7 - Peabody Lots 77, 78, 79, 90, 92, 81A, 81, 95 and 84
8 - Chestnut Street Warehouse (shops) parking lots
9 - Chancellor’s Residence

After the preceding routes are cleared, the main drive aisles of parking lots adjacent to these routes will be cleared in the same general order.

Areas between the primary and secondary road routes will be given applications of ice melt and scraping (dependent on depth) with trucks on roadways. The hustler rotary brooms will be used to brush snow off sidewalks. Applying a thin layer of sand with the tow-behind top dresser will treat snow and ice that rotary brooms are not able to brush off. When temperatures rise, areas of ice that have been treated with sand will be removed as quickly as possible and by the best means available. No sand is to be used on the hospital plaza area. Sand applications will be stopped 15 – 20 feet away from building entrances to avoid excessive entry of sand into buildings. (Memorial Gym – Student Rec – OGSM)

The Director of Operations will notify the Grounds Shop Manager at what time the operator of a truck should leave the campus route to remove snow at the Chancellor’s Residence. If a special event is scheduled at Memorial Gym or Langford Auditorium, the Director of Special Events will notify Plant Operations if it is necessary to interrupt the regular campus schedule to clean walks prior to scheduled events.

B. Hustlers with Rotary Broom

While four-wheel drive operators are applying snowmelt to roads, hustler with rotary broom operators will clear sidewalks, walkways and patios along and throughout VU Medical Center core and Main Campus buildings and roads. See attached map at TAB 4. Designated primary and secondary sidewalk routes will be cleared in order as follows:

HUSTLER #1 W/ROTARY BROOMOperator will clear sidewalks, walkways and patios along/throughout Medical Center and Main Campus buildings and roads in the following order:
Primary Sidewalk Routes Secondary Sidewalk Routes
1 - 21st Ave South
2 - Medical Center North/Medical Center Drive South/Garland Ave
3 - Light Hall
4 - Eskind Library
5 - Vanderbilt Clinic
6 - Hospital Plaza
7 - Dayani Center
8 - Stallworth Rehab Hospital
9 - Psychiatric Hospital
10 – North Pedestrian Bridge
11- Children’s Hospital
12 – Student Life Center and Studio Arts
1 - Zerfoss Health Center
2 - McTyeire Hall
3 - Garland Ave
4 - Community Partnership House
5 - Schulman Center
6 - Branscomb Quad


HUSTLER #2 W/ROTARY BROOMOperator will clear sidewalks, walkways and patios along/throughout Medical Center and Main Campus buildings and roads in the following order:
Primary Sidewalk Routes Secondary Sidewalk Routes
1 – Rand Dining Area
2 – Sarratt Center
3 - Admissions
4 – Alumni Hall
5 – Neely Auditorium
6 – Buttrick Hall
7 – Bryan Building
8 – Jacobs Hall/Featheringill/Stevenson Center Area
1 – West Side Row
2 – Carmichael Towers East/West
3 – Kensington Place
4 – Vanderbilt Place
5 – 24th Ave South
6 – Greek Row Areas
7 – West End Ave


HUSTLER #3 W/ROTARY BROOMOperator will clear sidewalks, walkways and patios along/throughout Medical Center and Main Campus buildings and roads in the following order:
Primary Sidewalk Routes Secondary Sidewalk Routes
1 – Kirkland Hall
2 – Kirkland Esplanade
3 – Benson Hall
4 – Calhoun Hall
5 – Garland Hall
6 – Furman Hall
7 – Wilson Hall
8 – Bishop Commons
9 – Library Lawn
10 – Law School
11 – MRB III
1 – Kissam Quad
2 – West End Ave/21st Ave
3 – OGSM
4 – Divinity School
5 – General Library
6 – Parking Lots 5A, 5B


HUSTLER #4 W/ROTARY BROOMOperator will clear sidewalks, walkways, and patios along/throughout Medical Center and Main Campus buildings and roads in the following order:
Primary Sidewalk Routes Secondary Sidewalk Routes
1 – Stallworth Child Care
2 – The Commons Center
3 – Hill Center
4 – Hobbs Hall
5 – Jessup Hall
6 – Gillette House
7 – Memorial House
8 – North House
9 – East House
10 – West House
11 – Crawford House
12 – Sutherland House
13 – Murray House
14 – Stambaugh House
15 – Hank Ingram House
16 – Dean of Commons Residence
17 – South Pedestrian Bridge
18 – Wyatt Center
19 – Peabody Esplanade
1 – 18th Ave South
2 – 21st Ave South
3 – Cohen Hall
4 – Peabody Administration
5 – Peabody Library
6 – MRL
7 – Payne Hall
8 – Mayborn
9 – Home Economic
10 – Seigenthaler Center
11 - VIPPS


HUSTLER #5 W/ROTARY BROOMOperator will clear sidewalks, walkways and patios along/throughout Medical Center and Main Campus buildings and roads in the following order:
Primary Sidewalk Routes Secondary Sidewalk Routes
1 – Blair School of Music
2 – Student Rec. Center
3 – Morgan House
4 – Lewis House
5 – Chaffin Apartments
6 – Mayfield Apartments
7 – 25th Ave Garage
8 – Olin Hall
9 – Currey Tennis Center
10 – McGugin Center
11 – Memorial Gym
12 – Jess Neely Drive
1 – Natchez Trace
2 – Blakemore Ave
3 – 28th Ave South

C. Utility Vehicles and on Foot Personnel

While all other available equipments is being used to clear all accessible areas, operators on utility vehicles and on foot personnel will clear inaccessible (by all other equipment) steps, walkways, handicapped ramps and patios. These areas will be cleared with equipment and personnel assets normally assigned to each of the Grounds Maintenance Zones. The color-coded Snow Removal Plan map at TAB 4 depicts five maintenance zones. The grounds maintenance zones system is used to assign routine maintenance work during normal weather conditions.

GROUNDS MAINTENANCE ZONE 1 (Peabody Campus)Grounds personnel w/utility vehicles and on foot will clear inaccessible steps, walkways, handicapped ramps and patios
Primary Inaccessible Areas Secondary Inaccessible Areas
1 – Stallworth Child Care and Annex
2 – VIPPS-Seigenthaler
3 – Hill Center – The Commons Center
4 – Crawford, Sutherland, Murray, Stambaugh, Memorial, Gillette, East, West and North Houses
5 – Hobbs-Jessup, Wyatt Center, Cohen, PB Admin, PB Library, MRL, Home Ec, Payne, Mayborn
6 – Handicapped parking spaces in Lots # 90, 95, 92, 84, 85, 78A, 81
7 – South Pedestrian Bridge vicinity of 21st and Pierce**
1 – 1202 18th Ave South
2 – 1208 18th Ave South


GROUNDS MAINTENANCE ZONE 2Grounds personnel w/utility vehicles and on foot will clear inaccessible steps, walkways, handicapped ramps and patios
Primary Inaccessible Areas Secondary Inaccessible Areas
1 – Kirkland/Alumni Halls, Neely Auditorium
2 – Benson Hall
3 – Calhoun and Garland Hall
4 – Wilson Hall
5 – Law School
6 – OGSM
7 – Divinity School
8 – General Library
9 – Frist and Godchaux Halls
10 – MRB III
11 – Vanderbilt/Barnard Halls
1 – Kissam Quad
2 – Lower side of Divinity School facing 21st Ave
3 – Sidewalks Divinity School courtyard
4 – Sidewalks 21st Ave


GROUNDS MAINTENANCE ZONE 3Grounds personnel w/utility vehicles and on foot will clear inaccessible steps, walkways, handicapped ramps and patios
Primary Inaccessible Areas Secondary Inaccessible Areas
1 – Rand Hall Dining Area
2 –Sarratt Center and Sarratt Tunnel steps
3 – Admissions and Fine Arts
4 – Bookstore and Post Office
5 – Lots # 19, 25, 17
6 – Cole, Tolman and McGill Halls
1 – Westside Row
2 – Black Cultural Center and Vaughn Home
3 – Carmichael Towers East and West
4 – Greek Row


GROUNDS MAINTENANCE ZONE 4Grounds personnel w/utility vehicles and on foot will clear inaccessible steps, walkways, handicapped ramps and patios
Primary Inaccessible Areas Secondary Inaccessible Areas
1 – Medical Center North and TVC Clinic
2 – Hospital Plaza, Preston Robinson Research, and Light Hall Plaza
3 – Medical Arts Building
4 – Zerfoss Health Center
5 – Student Life Center, Studio Arts and Schulman Center
6 – Branscomb Quad
7 – Buttrick Hall
8 – Stevenson Center Complex
9 – Jabobs-Featheringill Hall
10 – MRB III rear patio and steps
11 – Handicapped areas and Lots # 10, 11, 16, 21 and 9
1 – McTyerie Hall
2 – Chapman Quad
3 – Residence 7
4 – FEL
5 – Community Partnership House and Annex


GROUNDS MAINTENANCE ZONE 5Grounds personnel w/utility vehicles and on foot will clear inaccessible steps, walkways, handicapped ramps and patios
Primary Inaccessible Areas Secondary Inaccessible Areas
1 – McGugin Center
2 – Tennis Center
3 – Steps Lots # 64 and 71
4 – Handicapped areas in Lots # 61, 64, 13 and 71
5 – Blair School of Music
6 – Morgan and Lewis Houses, Chaffin and Mayfield Apartments
7 – Olin Hall
8 – Student Rec Center
9 – Steps and Handicapped areas in Lots # 27, 73, 74 and Shuttle Bus Shelters
10 – Steps to 25th Ave Garage and Shuttle Bus Shelter
1 – Memorial Gym (during a scheduled basketball game it becomes primary)
2 – Police and Security Building
3 – Music Rehearsal Hall


GROUNDS MAINTENANCE VIRTUAL-ZONE 5Grounds personnel w/utility vehicles and on foot will clear inaccessible steps, walkways, handicapped ramps and patios
Primary Inaccessible Areas Secondary Inaccessible Areas
1 – Children’s Hospital
2 – Stallworth Rehab Hospital
3 – Psychiatric Hospital
4 – North Pedestrian Bridge vicinity of 21st and Edgehill)**
1 – Blecourt Areas
2 – Chestnut Warehouse
3 – Main Library Annex
4 – Chancellor’s Residence

**Calcium Chloride pellets “ice melt” will not be applied to the pedestrian bridges surface. Moderate amounts of sand can be applied ensuring that none falls into the drains. Non-corrosive liquid ice-melt agent can be applied under instructions.

After major walks/terraces/steps are cleared in the primary and secondary priority areas then other major pedestrian paths are cleared in areas adjacent to these. Depending on the severity of the storm and number of personnel available, the Medical Center and Central Main Campus areas may be cleared simultaneously. Otherwise, this will be performed sequentially.VU Plant Operations Building Services and VUMC Environmental Services (See memorandum at TAB 3) crews will clear their respective areas around building entrances and outward to the main walks with snow shovels or blowers. Once these crews have cleared walks, they will apply chemical snow melt materials. The chemical snowmelt materials will only be used in small amounts on steps and porches near building entrances.

Crews will give special attention while clearing steps to assure that handrails are easily accessible. The use of snowmelt pallets are limited to light use near entrances because of the destructive effect it has on exposed aggregate concrete walks. Repeated applications of “ice melt” pellets have little effect at temperatures below 10 degrees.

Calcium chloride pellets will not to be applied onto the surface of the VU Pedestrian Bridges at the Edgehill Ave. and 21st Ave. S crossing to MRB III and near Pierce Ave. and 21st Ave. S crossing to the Central Garage. Only a moderate amount of sand can be applied to provide traction. Grounds personnel must use caution as to avoid sand from falling into the bridge drains. Pre-approved non-corrosive liquid ice-melt will be applied when instructed.

In all circumstances, crew efforts should be governed by the need to provide safe pedestrian surfaces along walkways. Concurrently, snowmelt materials need to be used prudently to avoid any unnecessary destructive effects.

D. Building Services Personnel.

Although the Grounds Shop has the major responsibility for snow and ice removal from streets, drives and sidewalks on the Vanderbilt Campus, Building Services employees (custodians) have some essential related tasks. The primary focus for the custodial personnel is the removal of snow/ice from building entrances, steps, landings, handicap ramps and building walkways that intersect with major sidewalks and roadways. In addition custodial staff will clean and maintain building entrance outdoor mats to prevent ice formation.

The removal of snow or ice using blowers or by shoveling is one of the primary methods to be utilized by the custodial worker if the accumulation of precipitation is heavy and dry. If snow was preceded by rain or sleet, accumulation will be more compact and removal will be more difficult. Applications of snowmelt materials will be necessary to help in removal. As ice/sleet melts, it should be shoveled off walks, steps, landings and ramps, etc. When surfaces have been cleared an additional light application of snowmelt materials should reduce re-icing.

The application of sand to icy patches should be performed as a last measure because of the deleterious effects it has on the interior floor surface. However, safety should always be the primary focus; therefore, sand should be applied if the previously outlined methods are not effective in eliminating the accumulation of ice or snow.

Building Services Supervisors will conduct safety briefings with personnel assigned to perform snow and ice removal duties. Supervisors will ensure that the staff assigned to perform these duties, have the tools and equipment required to do the job.

The listings of specific primary and secondary entrances designated by Housing and Residential Education for residence halls are not included in this document. The Director of Operations provides these listing to each Building Services supervisor’s personnel.

E. General Note. This Snow and Ice Removal Plan will be implemented during inclement weather conditions both during and after normal work hours. Any deviations from this plan must be coordinated with, and approved by, the Director of Operations. The plan’s priority of work and effort may vary depending on the severity of the weather conditions.

Snow and Ice Removal Plan Calling Tree

BSC Control Systems Supervisor will use the following calling sequence when the plan requires execution after normal work hours.

TAB 1

 

Key Snow and Ice Removal Plan Points of Contact

The following organizations play a key role in the execution of the Snow and Ice Removal Plan:

Organization/DepartmentPhone NumberContact
BSC 322-2621
Operations - Plant Ops 322-8110 Lisbeth Wyatt, Director
Grounds Shop 322-8116 Danny McKissack, Manager
Environmental Services VMC 343-1004 Dean Miller, General Manager
MC Parking and Transportation Services 936-0686 Gary Streaty, Director

TAB 2

 


MEMORANDUM

 

TO:     All EVS Managers/Supervisors

FROM:     Dean Miller, Director

DATE:     December 13, 2007

SUBJECT:     ICE AND SNOW REMOVAL FROM WALKS, STEPS, DOCKS AND PATIOS

Effective immediately: the Environmental Services Department is responsible for removing snow and ice from the following areas 7 days a week, 24 hours a day. In order to complete this assignment, staff may have to double up on floor duties until it is accomplished, as well as get support from EVS Leadership if necessary.

VUH

On 2nd floor plaza, clear a walking path from the main side entrance to MCN main entrance. At 1st floor main entrance, sidewalk left of entrance to corner of street, main steps from garage and street E.D. entrance, sidewalk 20 feet from entrance. Helipad areas are also included.

Medical Arts Building

Front entrance to 21st Avenue South, 2nd floor, back entrance, 20 feet from building. On 1st floor, back entrance to Garland Street.

Oxford House

Credit Union main entrance, clear sidewalk to Barber Shop.

TVC

At the main entrance, sidewalk 20 feet on both sides of doors, E.D. and side entrance, and side entrance, sidewalk all the way to the Emergency Department.

Dayani Center, Belcourt Ave., Blakemore Buildings

All entrances to buildings, sidewalk 20 feet in left and right directions. At 2146 Belcourt include metal staircase at rear of building.

Clothing/Salt

Staff must dress appropriately for snow and ice removal. Clothing for snow removal crews is kept in the office in the cabinet by the front desk. There are boots, caps, coats, and gloves available. These are to be signed out and back in. Salt for snow removal is kept in the EVS Main Storeroom. Shovels are also located in this area.

Staff should be allowed to come inside and warm up for a reasonable amount of time. The supervisor will decide when to come in and when to return to work. Employee safety is of utmost concern – the use of proper lifting and bending should be monitored during these tasks.

TAB 3