College Planning & Management

AUG 2012

College Planning & Management is the information resource for professionals serving the college and university market. Covering facilities, security, technology and business.

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>> Maintenance, Repair & Custodial Care signifi cant snow and/or ice to fatigue from long hours and hazardous conditions for both employees and campus residents or visitors. A good supervisor will be asked to tackle these problems all while staying within or below budget. Even with budget considerations, snow and ice management on your campus must be examined with the overall goal in mind; maintaining a safe environment for pedestrians and vehicles, allowing people to go about their daily lives, and limiting risk. Before going head on with a storm, a number of items should be evaluated to ensure you are making informed decisions that will work with your budget and with the desired outcomes specifi ed above. In-House Vs. Contracted Work You may have already made the decision to do all the work in-house, not subbing work out to professional snow and ice management companies. Either way, there are some pros and cons by each method, and some things you should take into account: IN-HOUSE PROS: • More control over crews/timing of removal. • Possible cost savings, but only if your crews are properly trained. • No outsourcing of risk to a third party. • No contracts to sign with a third party. • No bidding procedures necessary. IN-HOUSE CONS: • You must have proper equipment and, more importantly, back-up equipment in case of equipment failure. • Purchasing of de-icing or anti-icing materials must be made in advance for at least portions of the season to ensure you do not run out mid-storm. • You must coordinate one or more crews to ensure you are adhering to all state and federal laws governing this type of work. • You are responsible for proper training of crew members and planning for snow and ice events. A HAZY SHADE OF WINTER. Snow and snowstorms are a fact of winter life for many campuses across North America. Planning for managing snow removal, however, should take place before winter sets in. Snow-moving and -removal equipment should be inspected and repaired during the warmer months, and adequate supplies of de-icing and anti-icing materials ordered and stored. Information should also be made available to incoming students concerning campus policies on snow removal and winter safety. • Potential of damaging property that you will be responsible for repairing. • You will be responsible for monitoring the weather and determining the neces- sary staff/equipment. • Added risk if safe conditions are not provided for campus patrons (exposure to slip-and-fall claims). Working With a Contractor OUTSOURCING PROS: • You are hiring a specialist to do the work, so you don't need to be the expert. Ques- tions to ask include: Is the contractor a Certifi ed Snow Professional? Are they members of the Snow and Ice Manage- ment Association? • In the long term, possible cost savings may result for the institution if you form a strong relationship with a solid, dependable contractor. Locking in a good contractor for a two- or three-year contract with defi ned costs will make budgeting for snow and ice much easier. • If you hire and sign a contract that defi nes the relationship between you and the contractor, it will outline specifi c guidelines of who is responsible for what, meaning a certain degree of risk will be passed to the contractor. This could be a 36 COLLEGE PLANNING & MANAGEMENT / AUGUST 2012 key factor in cases of slip-and-fall claims or property damage claims. OUTSOURCING CONS: • Loss of some control. • The bidding/hiring process can be time- consuming. • Costs can be high depending on pric- ing structures, the amount of winter weather, etc. If or when you decide to outsource all or portions of your snow removal operations to a contractor, you should always require a formal bid, a defi ned contract agreeable/ amended by both you and the contrac- tor, and proof of all insurances, including general liability insurance. The Tools of the Trade Working through a winter storm will be one of the most diffi cult events you'll man- age throughout the year. A large winter storm bringing signifi cant snow or ice will result in long hours, fatigue, equipment breakdowns, and potentially hazardous situations for the people on your grounds. Add to that the desired level of service that most individuals are accustomed to, and you are faced with removing snow and WWW.PLANNING4EDUCATION.COM

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