For many public works directors, snow and ice control planning is a year-round activity, often affected by a community's complexity, local weather patterns, public preferences and politics. “There are maybe two months out of the year when I don't think about snow and ice control,” says Jerry Pickett, street superintendent for Greeley, Colo., a community of about 80,000 residents in the north central part of the state.

In planning for winter weather, public works directors must prepare three primary elements: policies, operations and education. Department heads need each element to be strong, or they might find themselves buried in complaints and overloaded with work following the first winter storm.

Establish policies, plans and budgets

While many communities recently have written snow control policies, others, such as Rawlins, Wyo., have plans that were written decades ago and are reviewed and updated annually. The most effective policies are those that are adopted by the community's governing body and outline and defend restrictions, define authority, and set guidelines and priorities. They also establish the conditions necessary to declare snow emergencies and other actions.

Policies should be general so managers can change minor elements of the plan without seeking the governing body's approval. For example, if a new area is developed during the year that will change traffic patterns or require new route additions, the manager should be able to make adjustments.

The operational plan — the nuts and bolts of how the snow and ice control plan will work — is critical to keep roads clear of snow and ice. It considers many variables, such as personnel, equipment, scheduling and callout procedures, and can set guidelines and performance standards for each operation.

A successful plan must also have a budget. Typically, budgets and projections for the coming winter are set well in advance. In fact, many local governments create the budget for the next winter season during the previous winter or spring.

Historical data can be helpful in establishing a sound budget and defending requested funds. Pickett tracks the monthly snowfall and budgets for the last 10 years versus the amount spent each year. Then, he calculates the cost of snowfighting per inch of snow and includes that figure in the annual budget.

Many other factors, such as the cost of chemicals, have to be considered in setting snow and ice control budgets. Even if bids and contracts are not established, managers need reasonable estimates to project costs, which requires firm quotes from suppliers.

Choose equipment wisely

When considering equipment purchases, officials should decide whether trucks and plows will be dedicated to snow and ice control or will have multiple uses so they can operate all year. For example, many communities buy dump trucks and add sanding or liquid application equipment for snow control. A tandem axle dump truck already manufactured with slide-in sander and prewetting equipment likely will cost more than $100,000. Because many manufacturers have long waiting lists, agencies should consider ordering equipment well in advance.

Equipment maintenance is necessary for public works departments to provide services. Although snow removal equipment must be maintained daily, it is important to establish annual and seasonal maintenance schedules. Many snow fighting chemicals are corrosive and can damage equipment. Electrical connections are particularly susceptible to corrosion.

To ensure effective operation during the winter months, all snow fighting equipment should have a thorough check-up by the vehicle or equipment maintenance department when taken out of service in the spring. It is also important to check the equipment before it is used in the fall or winter. Training the staff to handle the equipment, while it may add to the cost of operations, results in fewer accidents and less damage to equipment.

Determine personnel needs

Salaries are a large percentage of most snow and ice control budgets, so an accurate estimate of manpower is important. Often, large communities have additional street maintenance personnel for snow and ice control during the winter. Typically, small communities must rely on staffers from various departments or divisions to help remove snow and ice. Some communities use private contractors when necessary — a cost effective method in areas with only a few snow storms a year. Nevertheless, managers must predict the number of workers needed and how they will be used.

Snow control plans also should determine what to do with plowed snow. It must be cast, windrowed or hauled away, and all have advantages and drawbacks. Some communities' streets are too narrow to accommodate windrowing, while cast snow plugs driveways. Environmental restrictions can limit where snow can be hauled to and dumped. Length of haul and fuel costs must be considered in snow control plans, as well.

Update the plan

Before the first snow falls, make sure that the plan is up to date by answering several questions: Have new developments and streets been built since the plan was last reviewed? Have there been any major changes in traffic patterns? Have any new schools been constructed, or has the school district changed or added bus routes?

Public works officials should check with local police, fire, hospitals and schools for updated contact information and to note any other changes in those operations that would affect the management of the upcoming winter season. Pickett says that in late summer he and a senior member of his staff drive every street in new subdivisions to make sure they have current information on what has been built within the last year. “Don't just look at the maps, because they are not always updated,” he says.

Major new residential and commercial developments can make significant changes in snow and ice control plans. For example, when a new industrial facility opened in Ottawa, Kan., a community of 12,500, the city had to adjust its plan to meet the projected growth in employment and the changes in traffic patterns and routes.

Also, local officials should meet with employees, especially those with experience in snowfighting, to identify where the major problems will occur, as well as other potential incidents, such as blowing and drifting snow, which is prevalent in many Western and Northern Plains areas.

Educate the public

Publicizing the plan is the final step in developing a successful snow and ice control strategy. Many communities distribute brochures that define the critical elements and priorities of the plan and answer common questions. Others ask their local newspaper to publish the plan or write a story about it. Local television stations (including public access) and radio stations also may be willing to broadcast news stories about the plan and to run public service announcements about snow and ice control.

Local governments also can publish the plan on their Web sites, including the name, address and contact information for snow control managers. Visitors, new residents and prospective businesses may find the information useful, as well as long-time residents.

Many agencies host open houses in the late summer or early fall to acquaint the public with snow and ice control programs, the people who operate them, the equipment that is used and how it works. Some communities even involve the school system, creating an annual snow plow painting contest where art students paint the plows for the season.

As is the case in many other programs in local or state government, educating the public is critical to successfully managing snow and ice. Residents who are familiar with the plan are less likely to call or complain because they will have the information they need to survive and thrive during another winter season.

Bruce Florquist is a consultant, a retired public works director and author of the Kansas City, Mo.-based American Public Works Association's (APWA) “Urban Snow and Ice Control,” on which this article is based. The publication is available through the APWA bookstore (members $30, Non-members $35) at www.apwa.net/bookstore.

Snow and ice control plans on the Web

Bismarck, N.D. • www.bismarck.org

Geneva, Ill. • www.geneva.il.us/Departments/PublicWorks/snowice.htm

Rawlins, Wyo. • rawlins-wyoming.com

Thornton, Colo. • www.cityofthornton.net/ID/snow.asp

Washington, D.C. • ddot.dc.gov

West Des Moines, Iowa • www.city.west-des-moines.ia.us/asp/publicworks/snowice.asp

The Kansas City, Mo.-based American Public Works Association (APWA) also provides a number of snow and ice training programs throughout the year, including the North American Snow Conference, scheduled for April 22-25, 2007, in St. Paul, Minn. For more information, visit www.APWA.net/meetings/snow/2007.