How Does Snowplowing Fit Into Your Pandemic Planning?

2020 has been an interesting year for everyone across the globe. Now that summer is coming to an end, we’re thinking about how children will be returning to school and planning other fall activities. As we plan, there will also be a continued focus on how to deal with the on-going COVID-19 pandemic and the health considerations that should be followed.

An important thing to consider as we move into the fall is if your city has a snowplowing policy. And if you have one, is it written? If COVID-19 is still a local pandemic during the upcoming winter season, then you need to plan for the worse-case scenario. What will you do if you have a snowstorm and a plow operator out with a COVID-19 quarantine? What if you have two or three out on quarantine? Do you have a contingency plan to get the streets plowed if you are at 50% staffing?

Your city may already have a backup operator in place, while some of you are laughing at 50% saying there is only one person that operates the plow. When working on your plan, some questions to consider include:

• When do you need to start looking at the winter season and planning for these scenarios?
• Is your plan laid out for 14 days or more? Should it be?
• Should you look at mutual aid agreements with neighboring communities, county services, or even private contractors to pick up if the pandemic takes your staff away?
• Is cross-training other staff to plow an option? (I know of building inspectors that plowed snow for public works when they were short staffed!)
• Are there union contracts that need to be reviewed when working with other agencies or departments?
• When was the last time that you reviewed the plan to make sure it will still function as when the plan was first developed?

Having a contingency plan for staff is always a best practice, but this becomes magnified if the pandemic is still around through winter. When you have a policy, you can use that as a guide to make contingency plans in case of an emergency. It’s a baseline to guide staff and can lay out when plowing operations will start, what routes are priority routes, and what gets plowed last.

I developed a snowplow policy many years ago that laid out staff routes with full staff, two-thirds staff, half-staff, and quarter staff. Having this in the policy helps guide staff and administration to what needs to get completed when people are sick, late, stuck in their own driveways, or, now in 2020, possibly in quarantine. Without a written policy, staff may be plowing trails in parks while the priority emergency routes aren’t even opened to traffic.

If you are at full staff its typically easy. What about if you are half-staff, one private contractor, a county plow operator, and the finance clerk? What type of plan can you have for them once they arrive to start plowing and how the operation should flow? Is it going to be flawless? Not likely. But did the priority/emergency routes get opened in a timely fashion, did the priority facilities get plowed next, and so on?

Nothing ever works when you’re scrambling at 2 a.m. for a plow operator and you tell them to just go push the snow when they don’t even know the streets. Have a policy that provides a baseline for operations, allows for flexibility, and plans for staffing shortages.

I know we are all hoping that COVID-19 goes away soon, but what if it’s here through the winter? How will your operations get affected and what plans do you have in place?

Submitted by: Troy Walsh, Loss Control Consultant

Considerations for Wearing Masks and Face Shields During COVID-19

People in Minnesota are now required to wear a face covering in all indoor businesses and public indoor spaces, unless alone. Additionally, workers are required to wear a face covering when working outdoors in situations where social distancing cannot be maintained.

That’s all according to Gov. Walz’s Executive Order 20-81, effective July 25, 2020.

The League of Minnesota Cities team has received many questions about face coverings. Where they need to be worn, what is allowed for face coverings, and when does a face shield become an option over a face mask? The Centers for Disease Control and Infection (CDC) and the Minnesota Department of Health (MDH) provide best practice guidance and are great resources for any COVID-19 pandemic questions you may have.  We follow the CDC and MDH guidance on wearing of face masks and the option of a face shield.  

What CDC and MDH say about face shields
The MDH has provided face covering requirements and recommendations under the Executive Order. 

• What they say: It is not known whether face shields (a clear plastic barrier that covers the face) provide the same source control for droplets as face masks, but they may be an option in situations where wearing a face mask is problematic. For optimal protection, the shield should extend below the chin and to the ears, and there should be no exposed gap between the forehead and the shield's headpiece.

The CDC has also provided considerations for wearing masks.

• What they say: It is not known if face shields provide any benefit as source control to protect others from the spray of respiratory particles. CDC does not recommend use of face shields for normal everyday activities or as a substitute for masks. Some people may choose to use a face shield, in addition to a mask, when sustained close contact with other people is expected. If face shields are used without a mask, they should wrap around the sides of the wearer’s face and extend to below the chin. Disposable face shields should only be worn for a single use. Reusable face shields should be cleaned and disinfected after each use.

City of Cologne

Face shield protection study
Here’s what we know and what we don’t about how face shields can protect us from contracting the coronavirus: Researchers put a face shield on a head form encasing a breathing machine and placed it a few feet from another head form spewing droplets of influenza. They measured how much influenza made it behind the face shield, into the mouth of the head form, and down the breathing machine. The face shield did a good job of blocking the cough at first, catching the big droplets. But as the minutes went on, smaller droplets — aerosols — made their way behind the shield.

Masks are recommended as a simple barrier to help prevent respiratory droplets from traveling into the air and onto other people when the person wearing the mask coughs, sneezes, talks, or raises their voice. Face shields may not provide as much protection to respiratory droplets but are an option, especially if there are medical issues involved with the wearer.  

Submitted by: Troy Walsh, Loss Control Consultant

COVID-19 reminder: reopening building facilities with caution

While some city facilities have reopened, others remain closed. Microbial hazards such as mold and Legionella, the cause of Legionnaires’ disease, can develop in facilities without proper care during the shutdown or without proper precautions prior to reopening.

Potential Hazards

Mold and Bacteria:

Mold and bacteria thrive in moist conditions. When buildings are unoccupied for long periods of time moisture problems may go undetected allowing mold and bacteria to spread. Leaks from roofs and plumbing can deposit moisture and remain undetected while buildings are unoccupied if not inspected on a regular basis. Additionally, traps in floor drains, toilets, and sinks can dry out allowing moist, bacteria-infested sewer gas to flow into a building and collect on ceilings, walls, floors, curtains, and furniture.

Mold and bacteria can also spread throughout a building if furnace filters became damp and contaminated during shutdown and the HVAC system is put back in use before replacing the filters. If HVAC systems with manually adjusted humidifying units have been operating during the shutdown with limited supervision, the humidifier may still be at winter settings introducing excessive moisture through the air distribution network.

People can be exposed to mold through skin contact, inhalation, or ingestion. Individuals who are immunosuppressed are at increased risk for infection from mold.

Legionella:

Legionella is a naturally occurring bacteria that can be found in lakes, rivers, ground water, and thus water distribution networks, and, if present, it bacteria is normally found at a very low level. Legionella grows best in large, complex water systems that are not adequately maintained at temperatures between 77-108 o F. During prolonged facility shutdowns hot water lines are idle for long periods of time and the water temperature can fall into the Legionella growth range. Additionally, building operators may lower the temperature level of water heaters trying to save on fuel costs, but in doing so may be creating an environment where Legionella or other bacteria can multiply. In cold water lines where building air conditioning systems are not operating during shutdowns the ambient temperature around stagnant water lines and cooling towers can also fall into the Legionella growth temperature range.

Inhalation is the most common route of exposure for Legionella. The breathing in of small water droplets containing Legionella allows the microbes to enter the respiratory system. This transfer of water into a breathable source can include cooling towers, sinks, toilets, showers, decorative fountains, and hot tubs.

Double Jeopardy

Coronavirus is a respiratory virus usually affecting the lungs and weakening the immune system. Combining the respiratory hazards and immune deficiency issues created from the COVID-19 pandemic with an additional respiratory infection hazard from mold, Legionella, or other forms of bacteria can only make a bad situation worse. The most at risk individuals are people with pre-existing conditions like asthma, have allergies to mold, or have a weakened immune system.

Guidance

Fortunately, there is no need to reinvent the wheel as you plan to safely reopen your buildings. You can refer to the CDC Guidance for Reopening Buildings After Prolonged Shutdown or Reduced Operations. This CDC guide will cover minimizing mold and Legionella as buildings reopen risk in significant detail.

Looking for more information? Here are more resources you can explore:

Reopening Buildings After Shutdown

Legionella – Water MGMT Program Tool Kit

CDC PDF on Legionella

How Legionella Affect Buildings Water Systems and People

Submitted by: Joe Gehrts, Senior Loss Control Coordinator

Fleet Safety: Evaluating Driver Quality in New Hires

Keeping things in perspective

In real estate the common saying is “Location, location, location!” After several years with one of the nation’s largest commercial vehicle insurance carriers, I have come to understand that managing vehicle safety results is often about “Driver quality, driver quality, driver quality!”

When hiring a driver, it would be nice to have a crystal ball to see into the future. Barring an intervention from the spirit world, the best available predictor of future performance is evaluating past performance. However, in making this evaluation you need to interpret the historical data in its proper context to achieve a high level of confidence more accurately predicting future performance. Driver quality metrics used in this analysis include: 

• Experience driving                   
• Experience with similar equipment
• Driving record
• Accident history

These metrics must not just be considered individually, but on a combined and interrelated basis.

Experience driving – The longer a person has been driving, the more situations that person has encountered. These situations sometime require quick and almost instinctive responses. Critical decision errors due to lack of driving experience can lead to serious crashes. When evaluating any driver candidate be sure to determine how long the person has been driving. The length of time a person has been driving will also have an impact on how the applicants driving record and accident history should be interpreted. Not all motor vehicle reports (MVRs) should be weighted equally. You cannot equally compare the driving history of a driver who has only had a driver’s license for a year to a more experienced driver as the exposure level is much different. Keep in mind the less experienced driver's safety performance may be for a limited driving exposure of possibly 10,000 miles or less. The confidence level for correlating past performance to future results is reduced when the candidate has only been driving a short period. When you run an MVR and see no citations, be sure to put it into perspective relative to how long they have been driving.

Experience with similar equipment – Experience refers to actual time operating similar equipment of the same size and arrangement you are hiring them for. If a driver applicant will be required to have a commercial driver’s license (CDL), determine how long the driver has had the required license type and endorsements. Driving a 50,000-pound snowplow in foul weather is a far different experience than driving a passenger car. In evaluating experience, you need to carefully look at the driver’s application to see what type of equipment they were operating. Also consider how long it has been since they have operated the equipment. Determine the percentage of time spent driving versus other duties. Consider the driving environment the applicant was operating in. Factor in if the driving results were compiled in rural areas or highly congested urban areas and what environment they will be driving in for you.

Driving record – Past moving violations and citations should also be evaluated in context. Be sure to look at the type of citation and give a heavier weighting to more serious violations. Citations that may be considered more serious include:

• Operating a vehicle under the influence of alcohol or narcotics (DUI or DWI)
• Refusal to submit to substance testing
• Felony traffic violations
• Driving with a suspended, revoked, or invalid license
• Reckless driving or negligent driving
• Drag racing
• Hit and run, leaving the scene of an accident
• Eluding a law enforcement officer

Accident history – A driving record with no accidents is even more impressive if it was accomplished over a longer time period while driving similar equipment and under similar conditions for the driving position you are trying to fill . The required safe vehicle stopping times and distances are significantly different between a passenger vehicle and a commercial vehicle requiring a CDL. The maneuverability and obstructed views are also more challenging with a larger vehicle. Also, look at the driver action that contributed to the accident and don’t overlook the significance of past incidents that resulted in minor repair costs. Give a heavier weighting for accidents that had the potential for a more serious outcome. For example, an accident involving improper lane change, failure to yield, or running a red light may easily have resulted in a much more serious outcome under slightly different circumstances.

In conclusion - Using driver quality hiring standards is not a new concept. However, making sure the data is analyzed in the proper context can improve the probability of making a successful hiring decision. When evaluating candidates for a driving position, make sure you are comparing apples to apples. Be sure to consider if the candidate’s driving history has been achieved while driving under relevant conditions, for an adequate time period, and at a higher level of performance.

Submitted: Joe Gehrts, Senior Loss Control Consultant

Clear Communication at Yard Waste and Organics Recycling (Compost) Sites

“What we’ve got here is failure to communicate…”

That iconic line from the movie “Cool Hand Luke” can be the root of frustration for both the workers and the residents dropping off materials at municipal yard waste and organics recycling sites. Clearly communicating the site’s rules and regulations on both the city’s website and on signage displayed at the compost site can:

• Reduce frustration for citizens who were unaware of restrictions.
• Reduce time and resources spent removing unauthorized materials.
• Reduce confrontations between city employees and the residents.
• Provide a more enjoyable/hassle-free experience for the workers and visitors.

COVID-19 pandemic safety considerations

While operating during the COVID-19 pandemic the city should make the public aware of the following procedures that will be required for the safety of the workers and the public.
Visitors to the site should:

• Practice social distancing and stay at least six feet away from others at compost sites.
• Plan for extra time as social distancing measures may restrict the number of people who can safely unload at one time and may create delays during peak hours.
• Stay in vehicles until they reach the unloading site and it is their turn to unload.
• Stay in designated areas and avoid the six-foot restricted areas painted on pavement at dump area (if applicable and more than one party is allowed to unload at a time).

Resident FAQS for yard waste sites

Q.  Is this compost site for me?  When are you open?

Let the residents know in advance:

• What identification is required to use compost site.
• Your operating hours and seasonal fluctuations to hours.
• Whether commercial use is allowed or not.

Q. What can I drop off?

Clearly communicate the acceptable versus unacceptable materials. Make sure unloading sites are clearly marked with what item is accepted and where. Acceptable materials will vary from city to city, but once you determine your policy clearly communicate:
How items are sorted.

• What is accepted.
• What is prohibited.
• What fees will be charged broken down by material and quantity.
  
  For example, some cities may have the following policy on accepted and prohibited items:

Acceptable Materials	Unacceptable Materials
Spring and fall lawn rakings and thatch	Grass clippings, lumber, sod, and soil
Leaves	Stumps
Soft, vegetative garden waste	Christmas trees
Tree waste	Retaining wall blocks, lumber, rocks, and dirt

Q. What else do I need to know?

Post any additional yard waste site policies on both the website and at the site. For example:

• Paper leaf bags need to be hauled away by visitor.
• No plastic bags may be left on site.
• No yard waste may be left outside facility.
• No chain saws or wood splitters may be used on site.

Q. But why?

Knowing the reasoning behind why items are prohibited, or some restriction are in place can reduce complaints from yard waste site visitors. To ease frustration for users, post why these policies are in place. For instance:

• During early spring and late fall, the amount of available daylight is decreased, especially when daylight saving time ends in early November. The site closes earlier during those seasons for the safety of residents who may be backing up vehicles and trailers in the dark.
• Dirt, rocks, and lumber can cause damage to equipment.
• Compost site size limitations does not allow for the accommodation of grass clippings.

Provide solutions when possible for alternative disposal options for restricted materials. Suggestions may include:

• Contract your waste hauler to see if Christmas trees can be collected at curbside.
• Contact forestry staff at (###) ###-#### about diseased tree disposal.
• Grass clippings can be disposed of at ….

Q. How do I contact you? Where are you located?

Your website should provide the visitor contact information including:

• Site names
• Addresses
• Phone numbers
• Map graphics

Keeping your yard waste site secure

In addition to improved communication, here are a few measures your city might consider that could deter after-hours dumping and unauthorized site access:

• Install a gated entrance to compost site.
• Fence in the compost site.
• Only open during staffed hours.
• Operate security cameras at the compost site.

In summary

Clearly communicating the city yard waste and organics recycling site’s scope of operations, policies, and restrictions will set accurate expectations, reduce confusion, avoid confrontations, and provide a more enjoyable experience for all. 


Submitted by: Joe Gehrts, Senior Loss Control Consultant

Playground Equipment Sanitizing and Signage

As parks begin to reopen, we still need to take precautionary measures to keep the public safe during the COVID-19 pandemic. Posting signs is one way the city can provide additional information on how to reduce the risk of contracting or transmitting the virus.

Regardless of whether the equipment is sanitized or not, a sign posted onsite where it can be easily seen by visitors is appropriate. The sign should simply state:

“Equipment is not/is sanitized.

Play at own risk.”

Even if the city is disinfecting the equipment, it’s not a guarantee the equipment is safe. Consider adding an informational reference about coronavirus on your sign for visitors to review, such as http://www.cdc.gov/coronavirus or https://mn.gov/covid19/.

Photo Credit: Sarah Soucie Eyberg

You may also want to consider translation of these simple messages into any languages that may better serve your community.

If your city is sanitizing your playground equipment, follow the CDC guidelines on cleaning the equipment prior to disinfecting as a best practice. The League has a blog on Sanitizing your Playground Equipment During COVID-19 for additional guidance. If there is a concern of damaging the playground equipment, refer to the manufacturer for guidance and warranty information. 

If you need design or production assistance, check with your local businesses for a sign company that can offer a template or who can make one for your city. There are also free templates available online. If you have additional questions, please reach out to your city’s loss control consultant.

Minnesota Department of Health signs and graphics: https://www.health.state.mn.us/diseases/coronavirus/materials/index.html#posters

Submitted by: Julie Jelen, Loss Control Consultant

Public Works Week May 17-23, 2020

It's Public Works Week, and that means around the state, cities and residents are celebrating all of the things you do to keep our cities functioning. We at the League of Minnesota Cities would like to once again thank you for taking care of our streets, sidewalks, water, wastewater, and parks.
Thank you!