HomeMy WebLinkAboutCS 14-21
Report to Council
Report Number: CS 14-21
Date: February 22, 2021
From: Brian Duffield
(Acting) Director, Community Services
Subject: Public Works Winter Activities update
- Information Report
- File: A-1440-21
Recommendation:
1. That Council receive Report CS 14-21 regarding Public Works Winter Activities for
information.
Executive Summary: Community Services Department staff submitted Report to Council CS
31-19 on December 16, 2019 which described winter activities provided by Public Works and
recommended service level increases. Report CS 31-19, which was approved by Council through
Resolution #194/19, recommended that additional staff, vehicles, equipment and material
resources be phased in over 2020 and 2021 in order to provide an enhanced level of service with
respect to winter maintenance. To that end, the 2020 Capital and Current Budgets included the
associated costs for the first year of implementation.
At this time, staff are presenting this update report on year one activities prior the submission of
the 2021 Current and Capital Budgets which will complete the implementation of the Public Works
winter level of services enhancements.
Financial Implications: The equipment and vehicle costs reflected in the 2020 Capital Budget
were funded from the vehicle replacement reserve or other funding sources. By employing this
strategy, the City avoids debt interest costs.
Last April, financial report (FIN 05-20) provided a financial update on the impact of COVID-19 on
City operations. Under the direction of the previous CAO, senior staff implemented a cost
containment exercise that included delayed hiring of new budgeted staff as a cost saving strategy.
The effects of this cost containment strategy is reflected in the body of this report through cost
savings. All cost figures shown in this report are Net of HST.
Please see the description below for a summary of the costs incurred in 2020 to implement Public
Works winter level of service enhancements in year one.
Discussion: Staff were prepared and intended to implement the recommendations of
Report CS 31-19 phased in over 2020, and 2021, as detailed in the report. However, the City’s
response to COVID in 2020 changed these plans and staff deferred the start dates of new staff to
CS 14-21 February 22, 2021
Subject: Public Works Winter Activities update Page 2
November 2020, where possible. Some positions were deferred to 2021. The intent was to have
staff, vehicles and equipment in place for the November 2020/2021 winter control season. As
detailed in the charts below, this goal was achieved for the successful delivery of the new levels of
service for winter control. Report CS 31-19 also addressed growth in the City and detailed the
additional resources needed to meet the maintenance and winter control increases in service,
related to growth. Growth in Seaton slowed during COVID and therefore staff also deferred, where
possible, the planned increases in staff, vehicles and equipment for 2020 and 2021 that are
related to Seaton growth.
The supply chain was severely impacted in 2020 and resulted in higher prices for vehicles and
equipment and extended delivery dates. For this reason, staff chose to defer and re-budget
growth related vehicles and equipment that were tendered in 2020 but closed at a cost not
consistent with past purchases.
The following charts represent the original Level of Service and Growth related additions to the
2020 and 2021 Current and Capital Budgets, with the actual costs and status to date.
2020 Level of Service:
Item Budget Actual
Cost
Rationale Status
Front Plow
Attachment
$30,000 $33,580 For existing loader to clear
Pickering Soccer Club parking
lot and other infrastructure
Front Plow in
service November
1, 2020
One ½ Ton Pickup
Truck
$45,000 $45,165 New Lead Hand, Parks &
Property to conduct winter
control inspections, deploy
and support staff
Truck in service
November 16,
2020
Total $75,000 $78,745
2020 Growth:
Item Budget Actual
Cost
Rationale Status
2 One Ton Salter
with Plows
$140,000 For all narrow roads and
laneways included in Seaton
(new 14th snowplow route)
Re-budgeted in
2021 Capital Budget
to $200,000 14th
route to commence
in 2021/2022 winter
season
Front Plow & Wing
Attachment
$20,000 To install on existing One
Ton Salter for new laneways
in Seaton
Re-budgeted in
2021 Capital Budget
to $40,000
Sidewalk Plow
with Attachment
$175,000 Increase in sidewalk and
multi-use paths (MUP)
inventory (new 8th sidewalk
plow route)
COVID deferral,
funds carried over to
2021, to be
tendered in Q2 2021
CS 14-21 February 22, 2021
Subject: Public Works Winter Activities update Page 3
Item Budget Actual
Cost
Rationale Status
One Ton Truck $70,000 $68,823 For 2nd crew on manual
clearing of walkways and
crosswalks north of Taunton
Road as 1st crew completes
same, south of Taunton
creating a significant time lag
Truck in service
November 1,2020
Total $485,000 $68,823
2021 Level of Service:
Item Budget Actual
Cost
Rationale Status
Half Ton Pick Up
Truck
$45,000 Utility Cut Inspector
(also performing winter
patrols)
To be tendered in
2021 for an April
start
Total $45,000
Growth:
Item Budget Actual
Cost
Rationale Status
Five Ton Dump
Truck with Plow &
Wing
$300,000 For 18 centre line-km of new
roads in Seaton (new 15th
snow plow route)
Project deferred
and to be re-
submitted in 2022
Capital Budget
2 Brine Four or
Five Ton Trucks
$560,000 For anti-icing and can also
be used as spare
salters/plows
Project deferred
and to be re-
submitted in 2022
Capital Budget
Total $860,000
2020 Level of Service:
Item Budget Actual
2020 Cost
Rationale Status
On Call Staff -
Roads
$26,500 $8,750
(Nov – Dec
2020 cost)
For standby during the
winter months including
Loader Operator for
Pickering Soccer Club
parking lot
Expanded roster of
on-call Roads staff
from 9 to 15 for
improved response
24/7
CS 14-21 February 22, 2021
Subject: Public Works Winter Activities update Page 4
Item Budget Actual
2020 Cost
Rationale Status
1 New
Supervisor,
Public Works
Operations
$139,496 To coordinate winter
communications, weather
forecast, Road Weather
Information Systems, Public
Facing Winter Portal and
GPS/AVL monitoring and
exception/stop reporting
Position deferred in
2020 as COVID
response. Position
to be filled in
February 2021
1 New Lead
Hand, Parks &
Property
$111,187 $13,900
(Nov – Dec
2020 cost)
To provide proper oversight
of staff during winter events
Position delayed in
2020 as COVID
response. Position
filled in November
2020
On Call Staff
Parks
$8,500 $2,830
(Nov – Dec
2020 cost)
Increase the number of
existing staff to be on call in
order to provide winter
control during winter events
exceeding 13 hours in
duration
Expanded roster of
on-call Parks staff
from 7 to 11 for
improved response
time
On Call Staff
Property
$7,000 $2,350
(Nov – Dec
2020 cost)
Increase the number of
existing staff to be on call in
order to provide winter
control during winter events
exceeding 13 hrs. in
duration
Expanded roster of
on-call Property
staff as noted
above
1 New Lead
Hand, Municipal
Garage
$111,187 To introduce an afternoon
shift that ensures service
vehicles are on the road.
Position will schedule staff,
assign/oversee work and
assist with repairs.
Position delayed in
2020 as COVID
response. Position
filled January 12,
2021
1 New Mechanic,
Municipal
Garage
$106,950 $66,850
(Aug – Dec
2020 cost)
To introduce an afternoon
shift that ensures service
vehicles are on the road.
Staff will perform non-
scheduled repairs and
prepare vehicles to on the
road asap.
Position delayed in
2020 as COVID
response. Position
filled in August
2020
Total $510,820 $94,680
CS 14-21 February 22, 2021
Subject: Public Works Winter Activities update Page 5
2020 Growth:
Item Budget Actual
2020 Cost
Rationale Status
1 New
Maintenance
Worker, Roads
$65,938 $8,240
(Nov – Dec
2020 cost)
For narrow roads in Seaton
and others
Position delayed in
2020 as COVID
response. Position
filled in November
2020
Brine Program $45,000 No 2020
increase.
Brine
supply
costs taken
from salt
budget.
For the purchase of salt and
salt brine for additional
road/sidewalk/MUP
inventory as noted above
Brine supply has
been increased to
$45,000 in the
2021 Current
Budget. 2020 Brine
consumption was
taken from the Salt
budget.
2 New
Maintenance
Workers, Parks
& Property
$87,917 $10,990
(Nov – Dec
2020 cost)
For snow clearing in Seaton
and manual snow clearing
north of Taunton
Positions delayed
in 2020 as COVID
response. Positions
filled in November
2020
1 New
Maintenance
Worker, Parks &
Property
$43,959 $5,500 For snow clearing in Seaton
and manual snow clearing
north of Taunton and, in
part, for enhanced winter
trail maintenance (as per
CS 33-19)
Position delayed in
2020 as COVID
response. Position
filled in November
2020
Total $242,814 $24,730
2021 Level of Service:
Item Budget Actual
2020 Cost
Rationale Status
1 New Utility Cut
Inspector
$66,000 To conduct utility cut
inspections, as well as
bridge inspection/repairs,
sidewalk inspections, and
winter patrol duties
To be posted In
April 2021
1 New Mechanic,
Municipal
Garage
$45,000 To expand an afternoon
shift that ensures service
vehicles are on the road.
Staff will perform non-
scheduled repairs and
prepare vehicles to get on
the road asap
New position has
been deferred to
2022 Current
Budget as COVID
response
Total $111,000
CS 14-21 February 22, 2021
Subject: Public Works Winter Activities update Page 6
2021 Growth:
Item Budget Actual
2020 Cost
Rationale Status
Contracted Snow
Removal
$50,000 For additional contracted
snow removal on narrow
roads in Seaton & others
To be implemented
in the 2021/2022
winter season
Total $50,000
Enhanced Level of Service
Staff have implemented new levels of service based on measured snow depths and Commercial
Vehicle Operator’s Registration (CVOR) and the Highway Traffic Act Hours of Service
requirements of driving consecutively for no more than 13 hours with a minimum 8 hour rest
period. The following chart details the changes to level of service in 2020.
a) Salting, Sanding and Plowing: Proposed Level of Service
Measure Previous Level of Service New Level of Service
Up to 2” of
snow
• urban roads salted within 6 hours,
icy roads salted within 8 hours
• rural roads sanded within 24 hours
after the snow has stopped, if
necessary for traction, icy
conditions within 12 hours
• urban roads salted, icy roads
salted within 6 hours
• rural roads sanded within 15
hours after the snow has stopped,
if necessary for traction, icy
conditions within 12 hours
2” to 4” of
snow and
stopped
• urban roads salted and plowed
within 13 hours (unless drivers
time out and no back-ups are
available or there is a lack of
mechanics to return trucks onto
the road)
• rural roads plowed and sanded if
necessary within 24-30 hours
• urban roads salted and plowed
within 13 hours (due to the
introduction of enhanced on call
schedule and new afternoon shift
for mechanics)
• rural roads plowed and sanded if
necessary within 20 hours
4” to 8” of
snow and
stopped
• urban roads salted and plowed
within 30 hours
• rural roads plowed and sanded
within 36 hours
• urban roads salted and plowed
within 24 hours
• rural roads plowed and sanded
within 30 hours
Beyond 8” of
snow and
stopped
• urban roads salted and plowed
within 36 hours
• rural roads plowed and sanded
within 36-40 hours
• urban roads salted and plowed
within 30 hours
• rural roads plowed and sanded
within 36 hours
Although staff made deferrals in 2020 as a response to COVID, the focus on levels of service
(LOS) over growth has had a significant effect on the performance of winter control activities. In all
cases the levels of service (LOS) goals were met or exceeded during 2020/2021 winter events to
date.
CS 14-21 February 22, 2021
Subject: Public Works Winter Activities update Page 7
Staff have tracked actual performance and the levels of service (LOS) achieved during the first 40
winter control events of the 2020/2021 winter control season, up to and including February 9,
2021. Of the 40 events, all have been in compliance with the new LOS. Of those events, 33 were
less than 2” of snow, all of which were salted within 6 hours or sanded within 12 to 15 hours. Only
4 winter events were in the 2” to 4” range of snow and these were salted and plowed within 13
hours or plowed and sanded within 20 hours. Finally, 3 winter events that ranged from 4” to 8” in
depth were salted and plowed within 24 hours and plowed and sanded within 30 hours. No events
exceeding 8” in snow depth have been experienced this winter season to date.
Public Works compliance with the proposed LOS is a result of an increase in the number of Roads
staff on standby which ensures that one operator for each of the 13 urban and rural heavy truck
paved routes reports to their route within 1 hour of notification. This has eliminated the past
practice of sequencing completion of 6 heavy trucks on southern Collector Roads only (south of
Concession 3) followed by northern Collector roads only. In many cases, as a result of this
sequencing, local paved and unpaved (gravel) roads would receive delayed service. By having 13
Operators respond quickly to a call out, Collector and Local paved roads in each route are
completed in priority with the first 7 finished immediately proceeding into a sanding operation on
the 7 unpaved (gravel) to provide traction. This further enables Public Works to be in compliance
of both the Highway Traffic Act Hours of Service for maximum of 13 hours of driving as per CVOR
requirements and the Employment Standards Act for maximum 70 hours of work in a 7 day cycle.
Of the 40 winter events to date, 32, or 80%, required the use of 1 or 2 spare salters in the Fleet.
This highlights the importance of the Fleet garage as integral to the success of winter operations
and 2 mechanics are on standby throughout the winter season to provide the support needed to
keep vehicles & equipment on the road. Currently, Public Works maintains 3 spare standby salters
and this is achieved by delaying the disposal date of vehicles that have been replaced as a life
cycle replacement. One of the new Maintenance Worker positions has allowed Roads to address
narrow roads, laneways and mews with a small 1 Ton combination salter and plow which is
particularly important where daytime on-street parking is permitted. With the expansion of the
brine program, 9 applications prior to forecasted snow and/or ice have been undertaken to date
and provided safe road conditions as a 1 hour buffer while awaiting call-in staff on standby to
arrive at the Operations Centre.
Other Enhancements to Public Works Activities:
As a result of hiring additional staff and equipment that can be effectively utilized 12 months a
year, Public Works has also been able to:
1. Provide effective winter control to un-assumed roads including Enterprise Gateway in the
Innovation Corridor as of February 3, 2021;
2. Provide effective winter control to un-assumed sidewalks including those found within
parks such as Foxridge Trail as an outcome of intensification in the Seaton community;
3. As of April 2021, Public Works will monitor road allowances for utility cuts to ensure
enhanced permanent repairs of the road infrastructure. Ensure other right-of-way permits
have been taken to maintain the integrity of infrastructure, including those on Durham
Regional roads that impact City of Pickering sidewalks, MUP and lighting; and,
CS 14-21 February 22, 2021
Subject: Public Works Winter Activities update Page 8
4. Provide continuance of garbage collection in parks and on roadsides from Monday to
Friday 5 days/ week which had to stop previously during winter control response.
Next Steps:
Through the 2021 and 2022 Capital and Current Budget processes, Public Works is continuing
with year 2 of its implementation plan, as detailed in the table above to:
1. Provide an overnight winter patrol shift outside of normal business hours (3:00 pm to 11:30
pm Monday to Friday) for a more timely and customer oriented response to Customer Care
calls and allow the on-call Foreperson to be freed up to supervise their call-in Operators for
13 hours, removing the necessity of overlap by additional Foreperson(s);
2. Provide an expanded anti-icing program based on road classification, i.e. all Arterial
(posted speed of 60 km/hr) and Collector roads as well as other priority areas such as
steep inclines, bridges and curves within regular working hours;
3. Provide an afternoon Fleet garage shift from 3:00 pm to 11:00 pm Monday to Friday to
address repairs at the end of the normal workday in preparedness for overnight or next day
utilization;
4. Improve salt & pickled sand usage on roads and sidewalks, multi-use paths and multi-use
trails based on pre-approved application rates for frost/bridges, normal and heavy
snowfalls;
5. Extend winter road and sidewalk services rationally to newly developing communities in
Seaton and North East Pickering; and,
6. Provide additional snow removal where required on narrow roads, cul-de-sacs, laneways,
streets with layby parking and sightline issues that are created over the winter season by
snow windrows.
Attachments:
1. None.
CS 14-21 February 22, 2021
Subject: Public Works Winter Activities update Page 9
Prepared By: Approved/Endorsed By:
Original Signed By
Brian Duffield for: Original Signed By:
Rob Burlie, P. Eng. Brian Duffield
Manager, Public Works (Acting) Director, Community Services
Original Signed By:
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
BD:rb
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, MA
Chief Administrative Officer