HomeMy WebLinkAboutINS-14-052 - 2013-2014 Winter Maintenance Staff Rep►�►r
I r Infrastruc�ture5ervrresDepartment wvwuukitchenerra
REPORT TO: Community & Infrastructure Services Committee
DATE OF MEETING: May 12, 2014
SUBMITTED BY: Jim Witmer, Director of Operations (519-741-2600, ext.
4657)
PREPARED BY: Scott Berry, Manager of Maintenance (519-741-2600, ext.
4526)
WARD(S) INVOLVED: All
DATE OF REPORT: April 8, 2014
REPORT NO.: INS-14-052
SUBJECT: 2013-2014 Winter Maintenance
RECOMMENDATION:
For information.
BACKGROUND:
The winter of 2013/2014 was quite severe compared to winters we have experienced in this part
of the province in recent years. The number of storm events, and the snow accumulation of
individual storm events were significant. As such, resources of the Operations Division were
taxed beyond normal limits for winter maintenance activities, and substantial expenditure
beyond those normally budgeted for was incurred.
A spin-off effect of the harsh winter with sustained very cold temperatures was that the normal
freeze/thaw cycles in recent years which have been the norm were not present this winter.
Freeze/thaw cycles are a significant factor in pothole production.
This report is intended to give Council an update on expenditures related to winter maintenance
and road repair activities to-date, and to discuss forecasted end of year expenditure levels.
REPORT:
The budget for winter maintenance allows for expenditures on roadways, sidewalks, walkways,
Community Centres, City Hall and The Market, relating to plowing, salting, sanding, loading,
hauling, melting, patrolling and supervision.
The budget for road maintenance in terms of potholes is identified in the form of road repair
through patching of potholes.
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(A) Winter Maintenance
The annual winter maintenance budget allocates resources for the calendar year, with winter
activities generally being performed in January, February, March and then again in November
and December each year.
Snow Events are initiated by the Operations Division when snow accumulation approaches or
exceeds 8cm on roadways. A full plow generally involves utilizing all resources available to
plow every road section city-wide, and involves substantial overtime expenditures to meet
Minimum Maintenance Standards. Over the last 5 years (2009-2013) the number of Snow
Events averaged 3.5 per year. During the first 3 months of 2014 alone 6 Snow Events were
incurred.
The significant snow accumulation from these events, some back to back, contributed to 80
days of snow loading, hauling, and melting activities as required from January 1, 2014 to
present. Contractors were required to address the significant snow loading workload in addition
to cul-de-sac clearing at various times this winter, with total contractor expenditures amounting
to approximately $1,397,000 in 2014.
Snow loading from road sections addresses potentially hazardous conditions related to
restricted road widths and ensures roads are wide enough to allow emergency vehicle
response, the ability of two-way traffic to pass safely on narrow streets, and appropriate sight
lines at intersections.
The Operations Division has seen the need for snow loading significantly increase over recent
years. While the snow accumulation received from year to year certainly has an impact on the
need for this activity, it is also apparent that the design of the subdivisions also has a significant
impact on the need for snow loading. Areas of the city which incorporate narrow lot frontages
and narrow road widths or increased density of units leaves very little space for snow storage
before the road becomes too narrow and snow loading is required. In some instances based on
the available snow storage, snow loading may be required after each major snow storm.
(B) Road Repair
The annual road repair maintenance budget allocates resources for patching activities. Asphalt
patching material is used on a temporary basis throughout the winter months to affect repairs.
The 2013/2014 winter did not have multiple freeze/thaw cycles which would typically contribute
to the formation of potholes throughout the road system. That and the ongoing winter road
maintenance workload together equated to lower than average expenditure on road repair
activities during the January 1 to present period. However, the colder than normal temperatures
resulted in very deep frost which has caused additional cracking in some road sections.
Additional cracks in the asphalt surface will contribute to further deterioration of the pavement
structure to some degree, to what degree is uncertain at this time.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Quality of Life: Good government balances multiple perspectives, knowledge and lived
experience.
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FINANCIAL IMPLICATIONS:
(A) Winter Maintenance
The annual winter maintenance budget for 2014 is approximately $5,333,637; expenditures to
the end of March total $4,384,498. Historical trends indicate approximately 74% of annual
winter maintenance expenditures are incurred in the January thru March timeframe, and
approximately 26% of annual winter maintenance expenditures occur in the remainder of the
year.
Over the last 5 years (2009 thru 2013), an average expenditure of approximately $1,287,485
has been incurred in the November thru December timeframe for winter maintenance activities.
The combination of the average expenditure (adjusted to 2014 dollars) and the costs incurred
through March for winter maintenance activities amounts to approximately $5,630,495 total
winter expenditure in 2014. This represents a potential $300,000 over-expenditure on winter
maintenance activities for 2014 should an "average" November thru December winter be
experienced this fall.
In addition to the amount identified above, there will also be added Fleet (fuel, maintenance and
overtime) costs, yet to be fully determined, that will ultimately accrue to the bottom line at year
end and will impact all operating divisions as a result of the winter season.
Actual expenditures versus budgeted amounts for winter maintenance over the last 5 years
(2009 thru 2013) are represented below adjusted to 2014 dollars for comparison purposes:
Winter Maintenance Budget vs Expenditure 2009-2013
Budget Actual Variance
2009 $4,771,335 $4,957,867 $186,532
2010 $4,886,933 $3,824,658 ($1,062,275)
2011 $4,685,920 $5,549,819 $863,899
2012 $5,174,938 $3,861,793 ($1,313,145)
2013 $5,508,324 $5,625,713 $117,389
2014 $5,333,637 $4,384,498*
*Expenditures to the end of March 2014
(B) Road Repair
The annual road repair budget for patching for 2014 is $620,140.
The patching expenditure to the end of March is only at $79,157. This is primarily because
resources normally working under this cost centre could not be freed up from working under the
winter maintenance cost centres this past winter.
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Even though potholes have been quite prevalent this spring, which is the norm every spring, the
road repair budget for patching is expected to be sufficient for 2014 with no substantial overruns
required to address the pothole issue.
ACKNOWLEDGED Pauline Houston Deputy CAO Infrastructure Services
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