A Guidebook for Airport Winter Operations (2015)

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51 Winter operations planning translates winter operations performance goals and objec- tives described in Chapter 6 into winter operations strategies and tactics. The definition of each term includes the following, and the relationship between each term is illustrated in Figure 8-1: • Goals: Desired broad long-term end results that provide direction and purpose. • Objectives: Shorter-term, specific pathways to achieving a related goal. • Strategies: The general approaches used to achieve complicated goals or objectives. • Tactics: The actions taken or tools used to help implement the strategies, achieve objectives, and attain goals. Chapter 3 also described how certificated airports located where snow and icing conditions occur are subject to FAR §139.313, Snow and Ice Control, and must prepare, maintain, and carry out an SICP in a manner authorized by the FAA Administrator. The requirements for the content of an SICP are contained in AC 150/5200-30C, Airport Winter Safety and Operations. The docu- ment also presents a considerable amount of guidance on the development of winter opera- tions strategies and the planning for the implementation of various supporting tactics. However, AC 150/5200-30C only establishes the minimum industry practices for preparing an SICP and planning winter operations. Airports and their stakeholders have taken these practices and improved upon them through implementation of the AC, planning of winter operations strate- gies, and execution of winter operations tactics. Through the conduct of research for this guidebook, winter operations strategies and tactics representing industry “best practices” were shared by airports of all sizes in broad geographic areas and winter climates. These best practices do not focus on all winter opera- tions practices consistently implemented across the industry (i.e., standard operating prac- tices). Instead, the best practices, while potentially impractical to implement at any one given airport due to the wide variability of airports and operating conditions, represent new or alternative methods for achieving winter operations performance objectives and attaining performance goals. To assist with understanding how and where the best practices presented in this chapter relate to winter operations, they are presented in general accordance with the contents of AC 150/5200- 30C Chapter 1, “Introduction.” Each practice title is followed by a description of the airport type(s) in brackets to which the practice may be most applicable. Chapters 9 through 11 of this guidebook are similarly organized like subsequent chapters of AC 150/5200-30C. This organi- zational methodology will enable incorporation of applicable practices into an existing SICP or other winter operations documentation. C H A P T E R 8 Winter Operations Best Practices

52 A Guidebook for Airport Winter Operations 8.1 Airport SICC Snow Committee [All Airports] The formation of an active and functional Snow Committee is imperative at any airport that experiences snow and ice events, no matter the frequency of those events. Airport tenants, part- ners, and stakeholders are offered representation on the Snow Committee with the acknowl- edgement that membership may be more heavily weighted toward critical tenants and service providers. Meeting frequency and individual committee member responsibility varies from airport to airport. At a minimum, the Snow Committee should conduct post-season planning meetings, SICP review meetings, pre-season planning meetings, and meetings during the winter season at a frequency dictated by the SICP. Snow Committee input to an airport’s SICP is critical to the formulation of a comprehensive and workable document, and is the foundation for suc- cessful implementation of the snow plan. Many airport operators have found success in considering a Snow Committee as a year- round element of operational planning. It is a general observation that a full-time commit- ment to winter operations planning tends to result in more successful implementation of the SICP. Regularly scheduled meetings are conducted throughout the year, with a seasonal adjustment to meeting frequency—weekly meetings during the winter season and monthly meetings during the off-season. The weekly meetings at some facilities can eliminate the need for hastily-scheduled post-event review meetings. Snow Committee member commitment to a routine meeting schedule enhances attendance and participation. Active engagement in a Snow Committee tends to result in more frequent stakeholder presence at an SCC or Snow Desk during a winter event. Full-time Snow Committee members also tend to be more respon- sive to the need to alter or revise operational procedures, resulting in more efficient snow removal operations. Methods to Foster Stakeholder Relationships [All Airports] Airports that invest in cooperative relationships with the ATC, key airport tenants, and stakeholders have a higher probability of coordinated, effective and successful snow removal operations. Most large airports conduct daily operational teleconferences to maintain com- munication throughout the year. Some airports host daily face-to-face briefings. Airport oper- ators at smaller facilities cultivate working relationships with FBOs and pilots. Some airports host on-airport events as a means to meet persons who might otherwise be only voices on Figure 8-1. Relationships between goals, objectives, strategies and tactics.

Winter Operations Best Practices 53 the telephone. Many airports invite front-line air traffic controllers along during routine air- field inspections. Many controllers appreciate being able to observe airport operations from a ground perspective, as the viewpoint is quite different than from an elevated position. Air traffic control reciprocates by offering airport personnel access to the ATCT. Airport operators also benefit from the development of inter-departmental relationships. It is imperative that airfield operational groups maintain productive and collaborative relationships. Invitations to planning and finance department representatives to join operational groups while conducting routine tasks or for airfield tours provide those parties with valuable insight as to how their responsibilities affect airport operations. Strong personal relationships are key to successful snow and ice control events. Cooperative Relationships with Stakeholders [All Airports] Airports that invest in 365/24/7 cooperative relationships with ATC and key airport stakeholders have a higher probability of coordinated, effective, and successful snow removal operations. Most large airports conduct regularly scheduled daily operational teleconferences to maintain commu- nication throughout the year. Some airports host daily face-to-face briefings. Airport operators at smaller facilities cultivate working relationships with FBOs, key tenants, and pilots. Some airports host on-airport events as a means to create and improve important relationships. Investment in personal relationships pays dividends during a snow and ice control event. Relationship between Maintenance and Operations [Small, Medium, and Large Hub] A positive working relationship between airport maintenance and air- port operations is an absolute key to success during winter operations. Fre- quent communication throughout all phases of planning and execution in an environment of trust facilitates that success. The departments should have a clear understanding of their respective duties and responsibilities. Some airports create documents that list those responsibilities. Disagree- ments should be addressed with timely mitigation and cooperative problem solving. One airport specifically noted the need to “check egos at the door and realize the two departments are one team with a goal to maximize pas- senger and customer service.” Airports that assign joint oversight of opera- tions and maintenance departments at a level below the senior management level appear to be more flexible in dealing with problems and issues. A com- mon department director at an operational level has proven to be successful in moving both departments in the same direction and in achieving common goals and objectives. Additional information is available in ACRP Report 92: Guidebook to Creating a Collaborative Environment Between Airport Opera- tions and Maintenance. Airport Executive Staff and Board Members [Small, Medium, and Large Hub] Airports should consider the role of airport executive staff and, as appropriate, appointed airport board members during winter events. Those persons should be included in pre-season winter operational briefings in order for all parties to have a clear understanding of their roles and responsibilities. Airports have reported conflicts when, during a weather emergency, executive staff or other ranking individuals appear at the Incident Command Post (ICP) or the Snow Desk and feel the need to assume command. General consensus is that executive staff and political appointees are best suited for liaison roles and working in concert with a Public Information Officer (PIO) or airport PR staff. Airport operators may also wish to invite high profile airport tenants to pre-season briefings, where procedures and priority pavements can

54 A Guidebook for Airport Winter Operations be identified and outlined in advance of an actual event. Expectations identified during pre-season planning will result in fewer issues during an actual event. Overall performance is enhanced when airport operators conform to pre-established plans and procedures. Vehicle operators report fewer mistakes and less stress when allowed to follow standard operating procedures without deviation. The adage “plan the work and work the plan” applies during winter operations. 8.2 Snow Control Center 8.2.1 Pre-Event Planning and Coordination Adjustment of Flight Schedules in Advance of Winter Event [Medium and Large Hub] Air carriers have experienced significant costs savings, reduced their exposure to excessive tarmac delays, and improved customer relations by adjusting flight schedules in advance of a winter event. Demand on the affected airport is reduced through cancellations and rerouting of aircraft. Schedule adjustments allow air carriers to control the location of aircraft and crew assets, thus facilitating rapid recovery from storm-related service disruptions. Air carriers attempt to make decisions in a time- frame most convenient for their customers; usually the night before a forecasted event, so passengers can be advised well in advance of rerouted flights, expected delays, or canceled flights. Although an imposition to customers, flight cancellations limit passenger exposure to lengthy stays at diversion airports. Airport operators have become valuable resources to air carriers in determining the appropriate level of service relative to airport capacity by providing forecasted runway capacity, outbound deice capacity, expected impacts to ground move- ments, and other valuable data needed by the air carriers in their decision-making process. Teleconferences to establish airport capacity are necessary and usually begin 12 to 24 hours in advance of a forecasted event. Key players include the air- port operator, major air carriers, deice pad operators, weather forecasters, local ATC facilities, and enroute ATC centers. The inclusion of the FAA ATCSCC in the coordination process is appropriate for large-hub facilities. It is also advisable to keep local Transportation Security Administration (TSA) officials apprised of changing flight schedules for possible modifica- tion of security checkpoint operating hours. Each party provides input based on forecasted conditions, experience, and past performance, and consensus is reached on forecasted airport capacity, with air carriers expected to make appropriate adjustments to their flight schedules. At airports with multiple carriers, the airport operator may be able to exert influence over equitable schedule adjustments based on their knowledge of terminal, taxiway, apron, and deice and runway snow removal capabilities. Many airports have developed written programs outlining equitable assignment of departure slots during periods of reduced capacity. The flow of information should continue throughout the event in order for the air carriers to make the appropriate adjustments. It is in the airport operator’s best interest to encourage full participation and cooperation by all parties. A single carrier’s inability to properly manage flight operations may lead to airfield overload and gridlocked operations. Remotely parked aircraft impede snow removal operations. Airport gridlock leads to exces- sive tarmac delays and the exposure to possible fines for the air carrier and for the airport by the U.S.DOT. Source: Gresham, Smith and Partners

Winter Operations Best Practices 55 Establishment of Hourly Aircraft Arrival Rate [Medium and Large Hub] Factors that affect the establishment of an hourly aircraft arrival rate (AAR) by ATC include forecasted runway capacity, forecasted frequency of runway snow removal operations, ground movements, aircraft parking gate accessibility, remote aircraft parking capacity, and deice pad capacity. Airport operators should coordinate closely with ATC to provide input to AAR during winter storm events. It is generally good practice to establish the AAR at a level that does not exceed the outbound deicing rate. Work with tenants and ATC to establish procedures between all applicable parties to meter deiced aircraft to the runway in a manner to avoid the expiration of deice holdover times. Many airports require tenants, including fixed-base and corporate opera- tors, to coordinate outbound aircraft movements with the Snow Desk. Airports that operate a centralized deicing facility often establish procedures that permit direct coordination between ATCT and the deice facility operator. The Snow Desk and/or deice facility operators should pro- vide ATC with updated outbound deicing rates. AARs should be adjusted accordingly. Communication with ATC on Changes to Forecasted Airport Capacity [Medium and Large Hub] Changes to forecasted airport capacity need to be immediately forwarded to ATC, since failure to reduce the aircraft arrival rate may result in gridlock conditions and create excessive tarmac delays. Inclusion of ATC and ARTCC in Pre-Event Planning [General Aviation and Small Hub] The ATC facility with responsibility for aircraft movements at an airport should be included in pre-event planning meetings or teleconferences. Airports without 24/7 ATC operations should consider the inclusion of the appropriate approach control facility or enroute ARTCC in pre- event coordination meetings. Communication will likely be with the traffic management unit (TMU) at the facility. Pre-Event Planning Participation by Reliever and Diversion Airports [General Aviation and Large Hub] Representatives of reliever airports and primary diversion airports should be invited to par- ticipate in pre-snow event planning meetings or teleconferences. Reliever airports contribute to available capacity within the local area. An alternative would be to ensure that potential diver- sion airports are communicating directly with the appropriate approach control or enroute ATC facility to identify their airport capability and capacity. 8.2.2 Ground Movement Coordination Third-Party Surface Management Software [Large Hub] Subscribing to a third-party surface management software program will likely provide a return on investment (ROI) relative to more efficient aircraft ground movements and the mitigation of potential fines for violation of the U.S.DOT three-hour and four-hour tarmac delay regulations. Available software programs can help manage ground capacity by allowing better coordination of aircraft push-backs, taxi clearances, deice queue lines, and end-of-runway queue lines. The programs can graphically depict aircraft experiencing tarmac delays. Alerts can trigger airport operator coordination with the aircraft operator to minimize delays and to prevent violation of U.S.DOT rules. A surface management software subscriber reported a significant increase in ter- minal concessions revenue after implementing a surface management system. The assignment of firm gate departure times created more efficient and timely aircraft boarding processes. Increased terminal dwell times resulted in increased concessions sales. Customer service was enhanced by allowing passengers to remain in gate hold areas as opposed to waiting onboard aircraft in long departure queues.

56 A Guidebook for Airport Winter Operations Coordination of Aircraft Ground Movements [General Aviation and Small Hub] Establish communication protocols with FBOs and corporate flight departments to facilitate aircraft ground movements during winter operations. Airport operators can often work around scheduled flight operations. The sharing of flight schedules, proposed arrival and departure times, and proposed aircraft deicing operations results in more efficient snow removal operations on all paved areas: runways, taxiways, and ramps. Tenants should keep the airport and/or the Snow Desk apprised of revised schedules. 8.2.3 Command Center/Snow Desk Mobile Command Post [General Aviation and Small Hub] Not all airports have the resources to furnish and operate a physical Snow Desk or winter opera- tions command center. Airports have been successful in operating mobile command centers, pref- erably staffed by at least two persons: the Incident Commander or Snow Boss and a liaison or communications specialist. A mobile command post will require technology to support com- munications and information sharing. Some type of communications node will be required to support the issuance of NOTAMs, field condition reports, airport status reports, and to receive airport tenant and user information requests. An airport wireless network system would support 365/24/7 communications. Use of the Airport Operations Center (AOC) as the ICP or Snow Desk [Medium and Large Hub] Most large airports maintain an AOC to support daily, routine airport func- tions. An AOC has proven to be an effective location for an ICP or Snow Desk during a winter event. Some airports initiate formal National Incident Man- agement System (NIMS) Incident Command protocols to coordinate snow removal activities under the SICP (for additional information on NIMS, see ACRP Report 103: A Guidebook for Integrating NIMS for Personnel and Resources at Airports). The AOC may be an excellent location in which to convene Snow Committee meetings in advance of and during a winter event, and the SICP should identify key partners and stakeholders that are expected to report to that location. The SICP should also outline assignments, duties, and expecta- tions of persons assigned to a Snow Desk. Snow Desk Contact Phone Number [All Airports] Tenants must have the ability to contact an airport operator on a 24/7 basis. Snow Desk contact telephone numbers are routinely advertised and made available to tenants prior to the winter season. It may be practical to uti- lize a well-known phone number, such as the normal 24/7 airport operations number. Since a Snow Desk may be mobile at a smaller facility, a mobile phone contact number is also of importance to airport tenants. 8.2.4 Staffing Designated Snow Boss or Incident Commander [Small, Medium, and Large Hub] Under NIMS Incident Command protocols, a designated incident commander is the final authority regarding decisions at an incident scene. Snow removal operations benefit from the same principle. One individual should be designated as the Incident Commander or Snow Boss, with

Winter Operations Best Practices 57 responsibility for implementation of the snow plan. Delegation of authority is a key element of incident command. Effective snow bosses delegate decision-making authority as appropriate to managers and supervisors. Airports have reported success in designating an individual to a liai- son position to assist the incident commander with communications during an event. Multiple persons should be trained for the role of Snow Boss or Incident Commander to facilitate rotating shifts. NIMS protocols recommend that at least three persons be trained for each position within the incident command system. Co-location of Operations and Maintenance Representatives During a Snow or Ice Event [Medium and Large Hub] Communication and coordination between operations and maintenance is enhanced by co-locating representatives of the respective departments during a snow or ice event. Mainte- nance should be represented at an Incident Command Center or at a Snow Desk. An alternative arrangement may have maintenance and operations representatives riding together in an air- port vehicle or the lead vehicle of the snow removal team. As staffing levels might prevent those arrangements at smaller facilities, concise protocols should be in place to facilitate communica- tions between operations and maintenance. Stakeholder Positions at Snow Desk [All Airports] Key stakeholders of an airport’s snow and ice control oper- ation should have a seat at an Incident Command Center or at a Snow Desk to facilitate communication, coordination, and cooperation. Representatives who have been trained on NIMS Incident Command protocols and who are familiar with the airport’s SICP are more likely to be valuable con- tributors to the coordination process. If physical representa- tion is not feasible, procedures should be instituted for rapid communication. Many smaller airports compile and dissem- inate 24/7 contact phone numbers, with the telephone num- bers of key stakeholders programmed into a phone’s speed dial function. PR Involvement in Daily Operational Conference Calls [Small, Medium, and Large Hub] Public Relations personnel should make every effort to join daily operational conference calls facilitated by opera- tions departments, especially in advance of winter events. Air traffic control and air carriers routinely participate on daily calls and share operational planning decisions. The daily briefing is often the best source for accurate, airport-specific weather forecasts. Daily participation, regardless of the weather, will provide PR departments with timely airport operational information. Collaborative Decision Making [Small, Medium, and Large Hub] Airports have reported success in utilizing collaborative decision-making (CDM) techniques as a routine method in which to communicate with tenants, and have noted particular success in utilizing CDM during winter events. CDM invites input from key partners and stakehold- ers during a decision-making process. Participation can be in person at an Incident Command Center or Snow Desk, or via teleconference. CDM communication protocols should be defined in the SICP, with a pre-season discussion to establish expectations for tenant participation in snow event decision making. Source: Gresham, Smith and Partners

58 A Guidebook for Airport Winter Operations 8.2.5 Runway Closure Coordination Partnering with Local ATC to Disseminate Runway Closure Information [General Aviation, Small, and Medium Hub] At airports with a single runway or single runway operations during snow and ice events, airport operators may wish to partner with local ATC in an effort to provide timelier runway closure informa- tion to tenants and airport users. NOTAM dissemination efficiency has improved in the eNOTAM system. However, an aircraft operator may already be beyond flight planning and in final preparation for departure when a decision is made to close a runway for treatment or an already coordinated run- way closure time is revised. One airport reported success in having ATC broadcast impending run- way closure times on clearance delivery and ground control frequencies. Aircraft operators or flight crews monitoring either frequency could, therefore, take appropriate action regarding deicing and taxi-out or could communicate their readiness for departure in advance of the runway closure. Airport ATCT Representative [Medium and Large Hub] An airport representative assigned to the ATCT during snow and ice events facilitates immediate communications between the airport and ATC. The airport ATCT representative becomes an immediate communications conduit for surface closure coordination, the sharing of local information, and the sharing of National Airspace System information from air traffic facili- ties, up to and including the FAA ATC System Command Cen- ter. An airport ATCT representative also alleviates the need for air traffic supervisors to take coordination phone calls, allow- ing those individuals to focus on their primary responsibili- ties. However, caution should be exercised when coordinating runway closures, as other parties often need to be included in runway closure coordination communication (i.e., sole reliance on an airport ATCT representative may circumnavigate criti- cal communication paths). The ATCT representative can also immediately coordinate with ground control to hold or reroute aircraft in a manner to expedite snow removal operations. Coordination with Other ATC Facilities [Medium and Large Hub] Airport operators may wish to include ATC facilities other than the local ATCT in the runway closure coordination process. TRACON facilities and ARTCC can provide valuable information to enhance decision making. Similarly, larger airports may wish to consider the inclusion of local air carrier gate control or deice control centers and Operations Control Centers (OCCs) or Systems Operations Centers (SOCs) in the runway closure coordination process. Air carriers can identify critical flights that they may wish to get on the ground or to get airborne in advance of a runway closure. It should be noted to airport operators that ATCT and air carrier gate or deicing control will tend to favor departure operations, while OCC/SOC and ARTCC facilities will lobby for priority to land aircraft. Frequent conference calls keep key stakeholders informed of the short-term plan for the airport. 8.2.6 Information Dissemination Inclusion of PR in Airport Information Dissemination Networks [Small, Medium, and Large Hub] Airport operations groups should ensure the inclusion of the PIO or a designated PR rep- resentative in airport information dissemination networks. It is important for operational Source: Gresham, Smith and Partners

Winter Operations Best Practices 59 groups to keep communication teams immediately aware of airport status and developing events. The PIO or a PR representative should be assigned a seat at the snow removal ICP or at the Snow Desk. Stakeholder Communication [All Airports] Stakeholders, including airlines, government agencies, concessionaires, FBOs, ground trans- portation providers, overnight accommodations (hotels, churches, Red Cross), tenant military installations, emergency response elements, and regional diversion airports, not represented at an Incident Command Center or at a Snow Desk need to be kept informed of decisions and airport status. Airport operators must maintain a robust two-way communication network in order to maintain consistent airport-wide service levels. Telephone communication remains the mainstay in interaction between airports and stakeholders. Broadcast fax and text messaging are viable communication tools for disseminating airport status messages. Large-hub airports have experienced success with utilizing web-based tools via internal websites or web portals provided by a third-party service provider. Consistent performance in the area of information sharing during routine airport operations leads to more successful communication during win- ter operations. A staff point-of-contact should be designated for tenants to provide updated contact information, as well as to conduct periodic verification of existing phone numbers and email addresses. Regularly Scheduled Event Conference Calls with Stakeholders [Medium and Large Hub] Larger facilities will benefit from regularly scheduled conference calls to coordinate and com- municate with airport tenants and stakeholders. Twice daily calls are common, with increased call frequency as dictated by storm conditions. Proactive dissemination of information reduces calls from tenants seeking to pull information from an airport operator. Information Dissemination via Airport Website [Large Hub] Enhance airport websites with current airport status information above and beyond aircraft arrival and departure information. Such a program will require a commitment of personnel to maintain website information in real-time. Although smaller airports may not have the staff to provide this service, the push of information by an airport out to tenants and other airport users can reduce the need for telephone communication. Information Dissemination via Email Notification [All Airports] Airports may wish to consider pre-loaded email notification lists for rapid dissemination of information. Airports should have immediate access to current and accurate 24/7 contact infor- mation for air carrier operations or systems control centers, air traffic facilities, regional airport managers, FBOs, local public safety agencies, and other key airport tenants. Information Dissemination via Commercial Web-Based Products [Medium and Large Hub] Commercial web-based products are available that provide airborne and on-ground aircraft situational display. Systems can be programmed to alert airport operators of aircraft diversions and length of ground delays, enhancing response to irregular operations (IROPS) events. Wireless Communication Systems [All Airports] The installation and operation of a system to facilitate wireless communications will enhance the ability to issue timely airport condition reports. Mediums may include radio frequency trans- mission or an airport-wide wireless computer network. The former will likely require associated proprietary hardware and software, while the latter can be accomplished with laptop computers

60 A Guidebook for Airport Winter Operations or tablets loaded with commercial software. Wireless communications systems allow the opera- tion of mobile Snow Desks, which are of great benefit to smaller airports with limited personnel. Rapid Information Dissemination Systems [Medium and Large Hub] Commercial web-based products are available to disseminate information in a mass commu- nications format. Systems can be programmed to alert airport operators of aircraft diversions and length of ground delays, enhancing response to IROPS events. They can provide multi- media dissemination of information in a format chosen and programmed by the individual users of the system. These systems can deliver voice and text messages at a rate and volume that exceed local airport capability. Use of Web-Based Information Portals [Medium and Large Hub] Medium- and large-hub airports have experienced success with the dissemination of airport conditions and other critical airport information through commercial, web-based information portals (e.g., PASSUR OPSnet™, ITT Exelis Symphony® and multiple platforms that provide situational awareness and graphical displays). The contracted service enhances customer service by allowing airport tenants and air carrier systems OCCs to pull airport information from a website, as opposed to waiting for the airport operator to push information to interested parties through the NOTAM system or through internal airport information dissemination systems. Web-based information service providers create web pages specifically for an individual air- port. Predetermined information fields are populated by the airport operator. Most systems facilitate one-touch information dissemination to both the airport website and to the NOTAM system. Web page access is password protected and controlled by the airport operator. Sys- tems can display real-time information to include airport status, surface conditions, current NOTAMs, runway configuration, flight operations information, weather information, diversion information, IROPS conditions, and other information as determined by the airport operator through system configuration. Systems also provide an interactive, online chat function for all authorized users. Subscription rates are based on airport size and computer transaction volume. Some airports have also established a means by which to integrate and operate such systems remotely from the airfield. Access to wireless communications systems and the availability of portable computer hardware is required for those functions. Local NOTAMs [All Airports] Airport operators should be cognizant of the limited type of NOTAMs that are disseminated through the FAA’s eNOTAM system, which restricts material to those of a national interest. Airports must, therefore, augment the national NOTAM distribution system with a system to disseminate local NOTAMs and other critical information. Cost-effective mediums include broadcast fax, group text, and email lists. Broadcast fax and email distribution lists are cost- effective means in which to disseminate information to local outlets. Airports must be cogni- zant of the need to maintain current and accurate user contact information. Airports routinely identify a single point-of-contact for tenants to interact with when providing new or updated contact information. 8.3 Airfield Clearing Priorities for the SICP Priority Pavement Designation [All Airports] Airport operators should not attempt to maintain the entire airport during a significant snow/ ice event. Airports that try to maintain too large an area invariably fail, which results in unsched- uled airport closures and lengthy recovery timeframes. Airports should include in the planning

Winter Operations Best Practices 61 process active coordination with ATC and major air carriers to determine an appropriate number of surfaces to designate as priority pavements. Priority designation should not focus solely on runways and parallel taxiways. Critical non-movement areas, such as deice pads, are often included in priority designation. Consensus should be reached on airport capacity associated with the maintenance of priority pavements. A separate pave- ment prioritization list may be needed for ice events. Some airports formally close non-priority runways and taxiways to prohibit aircraft operations on the surface. Operations along unattended areas often lead to compacted snow and ice that bond with the surface. Surface closures eliminate potential conflicts between aircraft and snow removal vehicles. The FAA snow plan requirement of identifying priority one, two, and three movement-area surfaces can be applied to all sections of the airport. Priorities can be established for aprons, leasehold areas, and landside areas. Airport operators should maintain strict adherence to the priority snow removal plan, even in the face of pressure from key ten- ants. Pre-season education of the priority pavement plan may mitigate disagreements during a snow event. Optimizing Runway Clearing and Treatment Procedures [All Airports] When determining the number of connecting taxiways to clear and treat during a closure, airport operators should con- sider locations that minimize SRE runway occupancy time. Consideration must be given for the range of aircraft expected to use the surface during a snow event. High-speed taxiways are usually located to support air carrier operations. It may be beneficial to also consider other taxiways that would facilitate more efficient runway exit for corporate or general aviation operations. Post-Event Snow Removal Schedule [All Airports] The order in which airport surfaces are addressed after a snow or ice event should follow snow removal priorities as listed in the SICP. This applies to both airside and landside facilities. Post-event snow removal should be scheduled in a manner that provides the greatest amount of rest for the snow removal team, with timing often dictated by the next fore- casted snow or ice event. It is also good practice to communicate priorities and schedules with airport tenants. Many airports continue to operate their Snow Desks until completion of clean- up activities. Snow and Ice Control Considerations in Capital Project Planning and Design [Small, Medium, and Large Hub] Planning and design of airport capital projects must consider impacts on snow and ice con- trol operations. Management and operating costs should be identified and incorporated into operating budgets as appropriate. Operations and maintenance personnel need to be briefed on expectations for any new aircraft movement surfaces. Air traffic control and tenant expecta- tions may justify the hiring of additional personnel, the procurement of additional SRE, or the Source: Oshkosh Corporation Source: M-B Companies, Inc.

62 A Guidebook for Airport Winter Operations arrangement for contracted snow removal services. The alternative to additional personnel and equipment is to prioritize snow removal services and to clearly communicate expectations to airport tenants and users. 8.4 Terminal and Landside—Ground Side Priority Segregation of Airside and Landside Snow Removal [All Airports] The decision to integrate or segregate personnel between airside and landside (ground side) snow removal assignments is likely determined by the size of the airport. Training requirements and the importance of operator familiarity with the airside environment and associated tasks usually result in dedicated airside crews at larger airports. Smaller facilities may require the same crew for airside and landside snow removal. Those airports that need to place a higher priority on airside tasks have enlisted the assistance of other airport employees to address landside snow removal. Airports report augmenting field maintenance staff with fleet mechanics, skilled trade personnel, and building maintenance workers. Landside Pavement Priority [All Airports] Landside pavements should be assigned priorities in a manner similar to airside pavements. Prioritization should be made for arterial roadways, emergency vehicle access roads, revenue- generating parking areas, service roads, remote parking areas, and other landside pavements. Third-Party Contracts for Landside [Small, Medium, and Large Hub] Priorities and safety considerations often warrant the assignment of full-time airport per- sonnel to airside snow removal assignments. Yet there are passenger movement and revenue considerations that dictate expedited snow removal from landside roadways and surface parking lots, as well. To address those considerations, the vast majority of airports enter into third-party contracts for landside and parking lot snow removal services. It is standard for a professional parking management company to be responsible for snow removal from within their leasehold areas. Third-party agreements identify equipment type and specifications, minimum number of vehicles, response time requirements and performance standards. Airport operators can facili- tate expedited snow removal by providing on-airport storage for the contractor’s SRE. It has also been shown to be beneficial for the airport operator to conduct annual inspections and/or licensing of contractor’s SRE. 8.5 Airfield Clearance Times 8.5.1 Consistency and Predictability Maintaining Consistent Runway Reopening Times [Medium and Large Hub] A concerted effort to establish and maintain runway reopening times maximizes airport capacity during snow and ice events. Consistent performance in reopening runways at a pre- arranged time creates predictable operation performance and builds confidence with ATC facili- ties and airport users. With confidence in runway availability, ATC can begin sequencing both arrival and departure aircraft for the runway in advance of the scheduled runway reopening time. Aircraft operators can also conduct deicing operations in a more efficient manner. If past performance has been inconsistent, ATC will likely hold aircraft at outer fixes until assured a runway is available. Excessive holding increases controller workload and results in a significant expense to the affected aircraft operators, as do missed approaches should a runway reopen time be missed with an aircraft on approach.

Winter Operations Best Practices 63 Repeatable performance requires significant levels of planning and practice. Predictable run- way closure timeframes require consistency in the number of vehicles assigned to the operation, a snow removal routine that is well known by all vehicle operators, and contingency planning for unforeseen circumstances, such as equipment failures or communication failures. If it is determined that a scheduled reopening time cannot be met, immediate communication and coordination are necessary to maintaining confidence in the operation. Generally speaking, if given 15 minutes of notice, ATC can adjust to a rescheduled runway reopening time without a significant increase in controller workload. Airport past performance is considered when esti- mating airport capacity in advance of a snow or ice event. Consistent performance equates to higher capacity and higher capacity results in fewer impacts to the traveling public, enhancing an airport’s reputation for being able to operate during inclement weather. Circuit Routes [Medium and Large Hub] Established snow removal circuit routes allow SRE to con- duct edge-to-edge snow removal following predetermined and standardized routes along runways and parallel taxiways. Circuit routes facilitate predictable vehicle movements and have shown the propensity to be completed in repeatable timeframes. Gen- erally speaking, snowfall intensity dictates the frequency of cir- cuit route snow removal operations. Pavement geometry may limit the ability to implement circuit routes at some airports. Dedicated Taxiway Snow Removal Team [Large Hub] Many airports have created taxiway snow removal teams to operate in support of, or independent of, runway snow removal teams. Independent taxiway teams are assigned to maintain core taxiway routes. Those teams may be called to augment a runway team to enhance runway snow removal operations. Taxiway teams can operate behind the primary group of runway snow removal vehicles to plow high-speed exit taxiways and other critical runway exit points. The taxiway team reduces the amount of time required to conduct a runway snow removal operation. The availability of multiple run- way exit points provided by the taxiway team reduces runway occupancy times and increases airport capacity. When procuring new SRE, larger airports have been increasingly likely to keep older equipment that can be used to build taxiway or other specialty teams. Procurement of high-speed, multi-function vehicles addresses staffing issues as the single-operator vehicle makes available an operator that can be assigned to another vehicle. 8.5.2 Multi-Function Equipment Multi-Function Equipment to Reduce Runway Closure Time [Medium and Large Hub] High-speed, multi-function SRE have become the industry standard at large-hub airports and are becoming more com- mon at some medium-hub, small-hub, and high-volume gen- eral aviation airports. These units provide the capability to plow, broom, and blow (forced air) snow with a single vehicle. As airports retire individual plows and rotary brooms, they are replacing them with multi-function vehicles. In addition to the Source: Fortbrand Services, Inc. Source: Wausau Equipment Company

64 A Guidebook for Airport Winter Operations purchase of new multi-function units, airports may wish to consider the availability of tow- behind broom equipment, which can be attached to existing plow vehicles, essentially creating a high-speed, multi-function vehicle. Runway teams of multi-function equipment have reduced runway closure times to 10 to 15 minutes, down from what used to be 30, 45 or 60-minute runway closures. The reduction in the time on the runway is made possible by vehicle speed and the implementation of one-pass, edge-to-edge method- ology. The deployment of additional equipment behind and in support of the primary runway team further reduces the time on a runway. The support team plows high-speed taxi- ways or other critical runway exit points. The total number of vehicles required to meet 10 to 15 minute runway closure timeframes is variable based on airport configuration. Many airports have designed circuit routes to maximize the efficiency of multi-function snow removal operations. Procurement and deployment of the equipment may be of benefit to operators of medium hub and applicable general aviation airports due to the ability to perform two functions with one operator made possible by the use of multi-function vehicles. The availabil- ity of the additional vehicle operator can then facilitate the deployment of additional equipment. High-Speed, High-Capacity Snow Blowers [Medium and Large Hub] A runway snow removal team is only as fast as the rotary snow blowers, which are usually the slowest pieces of equip- ment in the team. Airports that have invested in high-speed, multi-function SRE also need to invest in high-speed, high- capacity snow blowers. Machines rated at 5,000 tons/hour and greater are now on the market. 8.6 Sizing and Staffing Snow and Ice Control Equipment Fleet 8.6.1 Equipment Procurement and Disposition SRE Procurement Analysis [Small, Medium, and Large Hub] Close coordination is required between maintenance staff and airport finance staff in the procurement of SRE and in the development of an equipment replacement program. The low- est priced vehicle may not be the most cost-effective vehicle. Maintenance can assist finance by providing guidance, equipment performance reliability, actual maintenance costs, and other data (e.g., airline delay costs) that could be used to conduct more thorough analyses when con- sidering the type and number of vehicles required to meet snow removal goals and objectives. In addition to standard financing costs, other factors that must be considered when specify- ing equipment include airport geometry, vehicle maneuverability, airfield egress and ingress, fueling requirements, warranty periods, life-cycle maintenance costs, and additional required maintenance and storage facility space and layout. It is highly recommended that initial and ongoing training costs be written into equipment specifications and into subsequent purchase agreements. Source: M-B Companies, Inc. Source: Oshkosh Corporation

Winter Operations Best Practices 65 Coordination with Stakeholders on Equipment Purchases [Large Hub] Some airports have reached out to ATC and key tenant stakeholders in advance of a major equipment purchase to determine expectations for performance and capacity during snow and ice events. Airport operators can then better determine the appropriate number and type of vehicles needed to perform to customer expectations. Collaboration with air carriers regarding financing options has led to positive outcomes at several airports. Lease terms often obligate air carriers to finance airport vehicle purchases through rates and charges, so air carriers become interested in a proper return on their investment. An effort by airport operators to educate air carrier personnel on equipment options and performance factors will enhance air carrier support of needed equipment. For instance, when considering the cost of a high-speed, multi- function snow removal vehicle, cost savings associated with one operator doing the work of two operators can be factored into life-cycle costs. The speed of the vehicles will result in less SRE runway occupancy time and increased airport capacity. Reduced delays and fewer cancellations are obvious cost savings for air carriers. Performance Requirements for Equipment Purchase [All Airports] Airport operators should have a predetermined list of performance requirements when evalu- ating equipment for potential purchase. Vendors should be asked to provide client lists. Equip- ment owners, including vehicle operators and mechanics, can provide valuable information to manufacturers on equipment performance and equipment maintenance. Airports may wish to consider a formal engineering evaluation of any new equipment being considered for purchase. Standardized Fleets [Small, Medium, and Large Hub] Low-cost air carriers have found success in operating a single type of aircraft. Standardized aircraft configuration, crew training, and maintenance procedures have resulted in lower operat- ing costs. The same principle can be applied to airport snow removal operations. Major equip- ment manufacturers build different types of vehicles on a standard tractor chassis. With minor changes to the functions of operating controls, the same operator cab can drive a plow, sweeper, rotary snow blower, or multi-function vehicle. Operator training costs, maintenance costs, and parts inventory costs are reduced. Airports with access to cooperative purchasing ventures or state or federal contracts may have a greater ability to maintain standardized fleets. Hooklift Chassis [All Airports] Airport operators have seen an excellent ROI in the purchase of multi-purpose equipment for all-season use. The hooklift chassis concept is an option that allows airport operators to use a single vehicle for multiple purposes. Hooklift attachments include dump boxes, solid dispens- ers, and liquid spreaders. A variety of new skid steer attachments are also available, including hydraulic plows that can be configured by a vehicle operator to operate either as a blade plow or as a box plow. Preventive maintenance and reconfiguration of equipment procured primar- ily for winter operations, but used year-round, should be scheduled so as to ensure immediate availability for the snow season. Equipment Procurement at Small Airports [General Aviation and Small Hub] Equipment procurement at smaller airports provides unique funding opportunities not always available to large airports. Because larger airports have multiple financing options, fed- eral and state grants are more frequently targeted for smaller airports. Matching grants may also be available. Airport operators should enlist the assistance of government grant officers in identifying available funding. State or local legislation may allow for unused operating funds to be set-aside for future capital equipment purchases. Capital equipment funds may be earmarked for expenditure over periods in excess of a single budget year or calendar year.

66 A Guidebook for Airport Winter Operations Purchase of Used Equipment [General Aviation and Small Hub] Consider buying used equipment only if you have top qual- ity mechanics that can ensure the reliability of the older equip- ment. Operators should discuss this issue with their finance department when making decisions on equipment purchases. Cooperative Purchasing Ventures [All Airports] Governmental agencies have created cooperative purchas- ing ventures that provide airports with the opportunity to procure equipment at a federal or state-contracted price. The advantages of participating in these joint ventures include the delegation of the formal bid process to a third party and the ability to select equipment by category at lower prices associated with high-volume sales. Airports should investigate the existence of state-to-state reciprocity agree- ments. Airports may be able to purchase equipment through contracts of an adjacent state agency. Industry Peer Networking [All Airports] Airport operators should not underestimate the value of networking with industry peers. The best method in which to build those networks is attendance and active participation at regional and national conferences and seminars. In an era of tight budgets, senior management may be reluctant to authorize travel for mid-level managers and equipment operators. However, the returns are well worth the investment. Personal relationships facilitate communication and cooperation. Testimonials and recommendations result in better decisions when considering new equipment purchases. Common problems can be quickly addressed and mitigated, resulting in more efficient and effective operations. Equipment Lease Options [All Airports] Equipment leasing and lease-to-own are options airport operators may wish to consider for financial flexibility, as well as the opportunity to utilize the equipment without a long-term com- mitment. Some airports establish leases for the sole purpose of field-testing equipment. Leases are advantageous for equipment with little or no value at the end of its useful life. Sweeping equipment was noted by one airport as a target for leases with a minimal buy-out at the end of the contract. Options for Equipment Being Replaced [All Airports] Options exist for equipment being replaced other than trade-in or sale by auction. Several airport operators assign used equipment to affiliated reliever airports. Other airports noted suc- cess in providing right-of-first-refusal to local FBOs when selling used SRE. An FBO’s ability to procure used SRE will likely enhance the tenant’s snow removal capability and reduce impacts on an airport’s winter operations. 8.6.2 Equipment Maintenance Broom Wafers, Broom Cassettes, and Plow Blades [Small, Medium, and Large Hub] Airport operators have the choice of specifying broom wafers or broom cassettes when pur- chasing rotary broom equipment. Airports that selected wafers noted the flexibility in configuring Source: Gresham, Smith and Partners

Winter Operations Best Practices 67 the broom core for specific tasks. Alternating poly and steel tines (3:1 ratio) is a popular winter configuration. All steel broom cores have winter and non-winter applications. Airports that selected the cassette configuration noted the shorter time period needed to replace worn components. To address the time needed to replace cores of either design, many airports order and prepare spare cores for expedited replacement. One airport reported they also maintain an inventory of spare plow blades. A vehicle can simply switch plows when cutting-edges require replacement, resulting in a rapid return to service of a critical vehicle. Computerized Maintenance Management System [Small, Medium, and Large Hub] It is strongly recommended that airport operators utilize a CMMS or procure and operate fleet management computer software. Computerized systems streamline maintenance activ- ities on a per-vehicle basis. The use of vehicle mileage or engine hours as the primary consideration for vehicle replacement is no longer cost effective. Actual maintenance and repair costs provide far better justification when determining whether or not to keep or replace a vehicle. Operator Input for Maintenance Procedures [All Airports] Vehicle operators are often the best people to identify inno- vative operational procedures or new maintenance procedures. Managers are encouraged to allow operators the opportu- nity to present and/or review proposed procedural changes. Many airports will facilitate round-table discussions between equipment operators and equipment manufacturers or their representatives. Protection of Windshields from Debris [Large Hub] Snow removal equipment can be exposed to jet blast blown sand and other debris while operating in aircraft movement areas. The debris is extremely abrasive to windshields and other glass surfaces. Since replacement of heated windshield equipment is costly, airports have reported the use of adhe- sive plastic filament sheets to reduce the frequency of full glass replacement. Inspection of Equipment After Use [All Airports] It is an important practice to inspect SRE after each use to determine if repair or maintenance is required and to maintain equipment readiness. Some airports assign commercial vehicle log books to each piece of SRE. Other airports prepare post-event maintenance checklists for each vehicle type (e.g., verifying that contents in liquid and solid chemical spreader equipment are emptied if the equipment is not stored in a climate-controlled facility). Responsibility for post-event inspection differs from air- port to airport. Responsibility may rest with the individual who Source: Gresham, Smith and Partners Source: Gresham, Smith and Partners

68 A Guidebook for Airport Winter Operations last operated a vehicle, an equipment mechanic, or an equipment superintendent. Management must clearly communicate responsibilities and expectations. Prioritization of Repairs [Small and Medium Hub] Airport vehicle maintenance at smaller facilities may be conducted at a facility shared with other departments of a municipal agency with one team of mechanics working on all vehicles. Priority must be established for the repair of SRE during a winter event. If work is accomplished on a first-in first-out basis, airport snow removal efficiency may suffer with a significant cost to airport tenants. Disabled Vehicles [All Airports] To immediately address disabled vehicles, some airports have created chase teams of mechan- ics that follow runway and taxiway snow removal teams. The teams operate out of specialized vehicles equipped with tools to facilitate rapid repair or recovery of disabled vehicles. Tow vehi- cles should be readily available to address disabled vehicles or vehicles that may become stuck in an airfield location. Winter preparation should include a plan on how to tow each vehicle in the fleet, including vehicles with sensitive equipment, such as friction testing vehicles. Several airports mark vehicles to identify tow points while others have installed tow hooks to facilitate rapid recovery. Efficient Fueling of Multi-Function Equipment [Medium and Large Hub] Multi-function vehicles are equipped with multiple fuel tanks. Efficiencies could be gained if fueling facilities are configured or designed for simultaneous fueling operations. Several air- ports augment fixed fueling facilities with mobile tankers to reduce multi-function vehicle fueling time. 8.6.3 Warranties Equipment Warranties [All Airports] Most equipment manufacturers provide warranties over a period of months or years. Airports may wish to negotiate warranties based on operating hours instead of the calendar format. 8.6.4 Staffing/Shift Management Scheduling and Shift Management [All Airports] There is no one-size-fits-all approach to crew scheduling. An in-depth analysis of all options should be conducted to evaluate 6-hour, 8-hour, 12-hour, or around-the-clock crew schedul- ing. Procedures for crew scheduling and call-back to the airport should be outlined in the SICP. Pre-event planning includes an analysis of the appropriate level of personnel necessary for effec- tive snow removal operations. Many airports have multiple call-back levels that are based on the forecasted intensity and duration of a storm. When calling personnel back to the airport, consid- eration must be given to the status of personnel with regard to their regular assigned shifts. The majority of airports implement a 12-on and 12-off shift schedule. Several airports noted success in creating 12-on and 12-off coverage by adding 4 hours of overtime to routine 8-hour shifts. An airport noted high crew performance and high morale associated with a 6-on and 6-off schedule. A few large airports call in all personnel at the start of a snow event, but each of those airports have facilities to support 24/7 crew operations. General aviation airports tend to operate in the “all hands on deck” mode during snow removal. Those airports, however, have fairly well designed work and rest schedules.

Winter Operations Best Practices 69 Pay for Rest Time [Large Hub] The choice of whether or not to pay employees during sleep periods is an individual air- port decision. Airports that keep personnel on the clock during sleep periods report high morale, high motivation, and loyalty that results in excellent performance with extremely low turnover. Airport operators, air carriers, or airport tenants that question the cost of keep- ing personnel on the clock may wish to consider a cost-benefit analysis based on enhanced performance, increased airport capacity, lower employee turnover, and reduced recruitment and training costs. Allocation of Tasks to Full-Time, Part-Time, and Contracted Employees [General Aviation] Operators of smaller airports must consider airport-specific factors when determining the assignment of tasks to full-time, part-time, or contracted employees. Those factors may include desired hours of operation, type of flight activity, airport tenant expectations, and available personnel. Staff Specialization [Medium and Large Hub] Operators of larger airports may wish to consider special- ization when making equipment assignments. There is usu- ally adequate depth of crew size to support the assignment of an employee to a specific piece of equipment for the dura- tion of a winter season. Some airports also assign personnel to a specific geographical area of the airport. Specialization reduces training time and associated costs. Proficiency in a single piece of equipment results in more efficient and effec- tive performance. Equipment Assignments [Small, Medium, and Large Hub] Efficiencies are gained by assigning equipment by operator proficiency. If union contracts mandate equipment assign- ment and associated pay strictly by seniority, an airport opera- tor may consider negotiating a single wage for SRE. A single wage scale would permit flexibility in equipment assignments. Incentives or additional compensation for lead positions may result in competition and improved performance. Tasks for Probationary Employees [Medium and Large Hub] Probationary employees or those not certified for snow removal operations can be assigned other duties, such as equipment fueling duties and support of equipment repair operations. Coordination with Air Carriers to Determine Staffing Needs [Medium and Large Hub] Airports reported success in coordinating with air carriers on financial assumptions and financial modeling in determining appropriate staffing levels for snow and ice control opera- tions. The identification of airline expectations for capacity and operations during winter events is a key factor in determining airport crew complements. A subsequent cost-benefit analysis comparing airport staffing costs against airline delay and/or cancellation costs will lead to better decision making regarding the optimum crew size necessary to meet customer expectations. Source: Gresham, Smith and Partners

70 A Guidebook for Airport Winter Operations 8.7 Storage of Snow and Ice Control Equipment Storage of SRE [Medium and Large Hub] Operability and longevity of SRE is enhanced by storage in heated, indoor facilities. Garages need to be designed in a man- ner to facilitate efficient movements. Modern design includes drive-through capability and wide access doors (roll-up or folding). The lack of an adequate storage facility was a factor noted by some airports in their decision not to pursue the pro- curement of multi-function vehicles. Although inconvenient, multi-function units can be broken down for storage, which was observed at several airports, including a general aviation airport. Since airport vehicle storage facilities are eligible for federal funding, airports have included building costs in vehicle procurement financing plans. If repair facilities are included in building design, additional amenities, such as extended lubri- cation pits and overhead cranes, should also be considered, as well as an adequate amount of space to accommodate winter repair operations in a climate-controlled environment.Source: Gresham, Smith and Partners