From: "Podolsky, Eric (DOT)" < [log in to unmask] >
Subject: MassDOT looking for Winter Storm Overtime Polices
MassDOT is currently reviewing its HOC (TMC) staffing policy during winter storm or major events.
If you have a policy, please share. In addition, can you answer the following questions if not included in the policy?
1. Are your TMC personnel considered "essential" or "emergency"? 2. What is the definition of that term?
3. Do your TMC job descriptions include language relative to this designation? 4. Do your applicable
Collective Bargaining Agreements include specific language and requirements regarding this designation?
5. Do you limit the number of hours personnel can work during storm coverage? 6. If your Governor declares a state of emergency, how does that apply to designated personnel? 7. How do you ensure proper staffing during major or winter events?
Eric Podolsky
From:
Subject:
Lisa Miller < [log in to unmask] >
Re: MassDOT looking for Winter Storm Overtime Polices
Hi Eric: Sorry for the late reply. Please see the answers below. Thanks, Lisa
1. Are your TMC personnel considered “essential† or “emergency† ?The > UDOT TMC has six divisions: admin, traffic signals, deployment, ATMS > maintenance, traveler information and operations.
Employees in the > operations and traveler information groups are considered essential during > an emergency where ATMS maintenance and traffic signals are on-call during > emergencies. Also, staff from the deployment group can help to fill gaps > during emergencies due to their non-essential nature. We just launched a > new program called "Manager in Charge (MIC)" that is an informal on-call > program to ensure that TMC staff have a dedicated employee in a leadership > role to assist in an emergency situation.
> 2. What is the definition of that term? see answer above > 3. Do your TMC job descriptions include language relative to this > designation? Not at this time, but it would be worth strengthening this > language. Current job descriptions state that hours can include weekends > and holidays. > 4. Do your applicable Collective Bargaining Agreements include > specific language and requirements regarding this designation? N/A > 5. Do you limit the number of hours personnel can work during storm > coverage? Yes, however this is also informal and can change from event to > event. This past weekend, Utah experienced high winds and a winter storm. > We broke each shift into 12 hour on-call shifts for the MIC in advance of
> the storm. It worked well. > 6. If your Governor declares a state of emergency, how does that apply > to designated personnel? I would assume that the state EOC would be > activated in an emergency. The
UDOT TMC participates alongside the Utah > EOC. We would designate emergency management personnel to staff the EOC and > likely do something similar to the answer for question 5 at the TMC. > 7.
How do you ensure proper staffing during major or winter events? > Our in-house UDOT meteorologists are instrumental in helping us determine > staffing. They can give accurate information on the timing and severity of > the storm, which helps us to staff the TMC, helps UDOT Regions > allocate/distribute resources, and helps UDOT Regions plan for overtime. A > stand-up meeting is held following weather briefings to determine staffing > and availability for the TMC. > > > > > > *Eric Podolsky* > >
Superintendent of Operations Management > Highway Operations Center > > Massachusetts Department of Transportation, Highway Division > > 617-946-3156 > > [log in to unmask] > > > > >
-- Lisa Miller

From:
Subject:
"Motiani, Dennis" < [log in to unmask] >
Re: MassDOT looking for Winter Storm Overtime Polices
Lisa, Hi. I have not bothered you knowing what you folks are going through. If possible would you like to know more about the National Operations Center of Excellence, (NOCoE)? There is a webinar this Friday.
The information to register can be found at www.transportationops.org<http://www.transportationops.org>
I have tried Jerry Allen and Lenny Walsh, but unsuccessfully. I am sure they are waist deep in snow.
Let me know if I can be of any help.
Dennis Motiani
From:
Subject:
"Podolsky, Eric (DOT)" < [log in to unmask] >
Re: MassDOT looking for Winter Storm Overtime Polices
Hi Dennis
Just to you know Jerry retired.
Eric Podolsky
From:
Subject:
"Eibel, Henry" < [log in to unmask] >
Re: MassDOT looking for Winter Storm Overtime Polices
Hi Eric: My apologies also for a late reply Chip
1.
Are your TMC personnel considered “essential† or “emergency† ? Yes, the employees in the TMC are considered essential 2. What is the definition of that term? Essential employees are deemed critical for the operation of the roadways. 3. Do your TMC job descriptions include language relative to this designation?. It is not in their job description but it is in the Dispatcher
Manual 4. Do your applicable Collective Bargaining Agreements include specific language and requirements regarding this designation? No 5. Do you limit the number of hours personnel can work during storm coverage? With adequate downtime, there is no limit to the number of hours personnel can work during a storm or major event. 6. If your Governor declares a state of emergency, how does that apply to designated personnel? Essential employees are expected to report to work even in case of a State of Emergency. Where possible, management arranges to have all the personnel deemed necessary prior to the start of the event or emergency to assure proper work force and the safety of the employees. 7. How do you ensure proper staffing during major or winter events? There is a minim
From:
Subject:
"Zahul, Kathy" < [log in to unmask] >
Re: MassDOT looking for Winter Storm Overtime Polices
MassDOT is currently reviewing its HOC (TMC) staffing policy during winter storm or major events.

If you have a policy, please share. In addition, can you answer the following questions if not included in the policy?
1. Are your TMC personnel considered “essential” or “emergency”? Georgia's TMC personnel are considered essential
1. What is the definition of that term? Essential personnel are part of an emergency response plan 2. Do your TMC job descriptions include language relative to this designation? Our TMC is outsourced, and the contract provides for fluctuations in staffing needs related to emergencies and times of high call volumes.
Individual job descriptions indicate that service beyond normal hours may be required during events.
However, "normal hours" vary from one individual to another because the TMC is staffed 24-7. Some people even work split shifts. Job descriptions of internal GDOT employees (maintenance, mechanics, construction inspectors, and even administrative staff who participate in winter weather response) contain verbiage related to "other duties as assigned." Expectations are typically discussed during the interview process as well as New Employee Orientation, so the role is understood and expected. 3. Do your applicable Collective Bargaining Agreements include specific language and requirements regarding this designation? n/a 4. Do you limit the number of hours personnel can work during storm coverage? no.
Typical shifts are 12 hours, but we have experienced events where employees work around the clock for multiple days. 5. If your Governor declares a state of emergency, how does that apply to designated personnel? With regard to in-house (for GDOT/non-TMC employees) meal allowances become effective, overtime that would normally require approval at higher levels is automatically authorized. In some cases, employees are permitted to take state vehicles home to help ensure response (particularly if an employee's personal vehicle is not suitable for inclement road conditions; rear wheel drive, eg.) 6. How do you ensure proper staffing during major or winter events? Shift assignments are made in advance as each winter season approaches. Employees are notified by email and/or telephone as far as possible in advance that an event is expected. Employees understand that their attendance is mandatory. Disciplinary action is rarely required.
Eric Podolsky
From:
Subject:
"Motiani, Dennis" < [log in to unmask] >
Re: MassDOT looking for Winter Storm Overtime Polices
Hi Kathy, Can you give me a call when you have a minute or send me your contact info so that I can call you. My email address is dmotiani@transportationops.org<mailto:dmotiani@transportationops.org>
Thanks v/r
Dennis Motiani