2011 Snow Blizzard Timeline & Details

2011 Snow Blizzard Timeline & Details
Submitted by: Erica Horndasch, CMCA, AMS
February 14, 2011

As we all know this was a historic snow event that only happens every 30-40 years. The State, County, local Village, Brickman and HOA staff did what they could to handle the snow blizzard under the circumstances. This event was a Civil Emergency by the National Weather Service.
On Feb. 2nd a bulletin was posted by Lake County. “Because of life-threatening blizzard conditions….roads across Lake County were closed to all traffic. Emergency responders were having difficulty reaching numerous stranded motorists. Driving will continue to be nearly impossible for several hours. Motorists were being ticketed for being on the roads on Wed. A state of emergency was declared!!!”
Of course we have received several complaints along with several positive comments from residents regarding the operations.
I have spent time with the HOA staff, P&G Committee, Brickman representatives, Village & County officials to grasp the event as a whole to better outline all the facts relative to this storm and what we can do should this happen again.
Village statement – The Village has advised residents that clean-up efforts will take 7-10 days to complete.
The HOA clean-up took 2 days for driveways and walkways to front doors. Public walks have yet to be completed and will be done by Brickman once weather conditions allow.
Communication – In addition to local and national news media, village correspondence, police robocalls and regular postings on the HOA portal site, updated voice message on the main line to the lodge, some residents felt there was a lack of communication. Our goal is provide timely and accurate communication to avoid any confusion or added stress to an already stressful situation.
Brickman Equipment Used:
5 Skid steers (on-site regularly)
3 Sidewalk machines (on-site regularly)
3 additional bobcats with buckets – approved by Board President Mike Rhoads for $8,500
15 total laborers (typically 8-11)
1 pick-up truck (typically dedicated to lodge parking lot, sales and model park areas)

Brickman Facts:
1. Brickman increased equipment and laborers 50%.
2. Brickman feels the appropriate equipment for snow removal is onsite with the exception of an emergency.
3. Brickman is not contracted nor has the equipment to plow main roadways. Brickman and the HOA have approached the Village in the past about working something out to allow our contractor to plow the roadways within GD and the Village has denied the HOA or its contractor’s request from taking on this responsibility/service. This appears to be a simple answer, but this now adds liability and expense to the HOA and contractor for items such as street maintenance, curb repairs, sewer repairs, etc. that could get damaged as a result of having someone other than the Village manage.

Village Facts:
1. HOA met with Joe Devito of Mundelein Public Works on Feb 9th at 3 PM with Mort Wallace.
2. Total zones within Village are 9
3. GD is within zone 6
4. GD is not treated any differently than any other community within the Village just because it is a senior/active adult community. Everyone is treated and provided the same level of service.
5. Village cut staff.
6. 24-28 vehicles were used in this storm. Some breakdowns did occur.
7. 3 – 1 ton vehicles plow in each zone.
8. 60 MPH winds made it nearly impossible to see or drive.
9. Vehicles could only travel 7 MPH at max.
10. Snow accumulation was 2” per hour not including drifting, winds, etc.
11. Snow routes normally take 5-6 hours to plow.
12. Each snow route has 26 miles of street plus travel
13. Village covers: Winchester Road to Hawley, Midlothian West to Fremont Center Road.
14. This storm took 3-4 times longer to work than usual
15. Village is required to keep all fire lanes open
16. Village policy is to complete entire routes not just main roads
17. Village owns and operates its own vehicles and does not rely on sub-contractors or outside vendors to plow roadways.
18. Snow fell the hardest between Tues 5 PM to Wed. A total of 10 hours with over 20” of snow and drifts.
19. Per Diana O’Kelly of Lake County District 19, our area and Antioch were hit the hardest in ALL of Lake County!
20. If there was a true medical emergency, residents should call 911 and the proper Village service will get to you in one way or another.

HOA Facts:
1. Tracy and staff handled the situation tremendously under the circumstances and should be commended on their efforts.
2. GD currently has zero (0) residents signed up for priority snow removal services for medical related issues. Only one (1) resident applied in 2009-2010 or in the entire existence of GD. Residents must sign up for this annually. It does not carry over year to year and must be accompanied by doctor’s note.
3. Updated main voice mail system to advise residents the lodge was closing early on Tuesday and would re-open at 6 AM on Thursday. Although the staff was onsite, they were working from to keep the lines of communication open with the P&G committee and Brickman reps.
4. Tracy does not have email or internet access from home, but was calling in to check voicemails on her extension along with main line and Erica’s phone.
5. Tracy was in regular communication with Mort Wallace, P&G chair.
6. Tracy sent communications out on the following dates and times:
a. 2/1/11 – 11:08 AM – Community wide update
b. 2/1/11 – 1:19 PM – to all NH reps
c. 2/3/11 – 10:00 AM – Community wide update
d. 2/3/11 – 11:54 AM – Update to Board members, WPM corporate team & staff
e. 2/3/11 – 1:54 PM - Community wide update
f. 2/3/11 – 5:24 PM – Community wide update
g. 2/3/11 – 5:30 PM – Final Update to Board members, WPM corporate team & staff
7. Tracy communicated regularly and numerous times with Emily at Brickman to get updates and checked on status.
8. These were not situations you can completely prepare for. Each emergency is going to be different. Look at how emergency plans worked on Lake Shore Drive.
9. Create a more defined Emergency Action Plan.
a. Forms of communication
i. Resident Alert Phone message system
ii. Email/Portal
iii. Lodge main voice mail system
iv. Individual NH phone tree or process to check on one another – NH rep possibility
10. Train all WW associates on how to manage Wentworth connect resident alert system.
11. No news means not over 2” in turn meaning no snow removal services. This is the process we have followed since day 1.
12. Provide communication when snow operations will be take place.
13. Currently at 46”-48” total accumulation for season to date with a 55” cap.
14. HOA Budget does provide for snow contingency, which $8,500 has already been used with $13,500 remaining. We could possibly go over budget.
15. 12 garage doors with damage not from actual equipment damage, but from the weight and pressure of the snow pushing up against garage doors when Brickman began operations. Brickman is handling and coordinating this effort and expense.
16. Currently 9 mailboxes reported damaged. Have notified the Village and Brickman so they can inspect and a plan for repairs/replacement can be implemented by HOA. Reimbursements TBD.

Timeline:
Tuesday, February 1st –
1. Snow began falling late morning/early afternoon.
2. Heaviest snowfall began by 5 PM and did not end until next day.
3. Lodge closed early due to impending storm with board approval at 3 PM. Communication sent to community through portal at 11:08 AM.
4. Brickman did make one pass on all the driveways Tues. afternoon/evening. Brickman planned to return approx. 3 AM Wed. for a second pass (the plan ultimately failed).
5. Brickman’s crew decided not to leave the site on Tues. afternoon because they were afraid they would not be able to return if they left. This was without pay!!!! They staged themselves in the construction area in NH6 on their own time and slept in their vehicles until they were able to work again at 2 PM on Wed. They did not have access to the lodge and were not sleeping in the lodge as discussed and agreed by all.
6. Village trucks out on roads between 6:30-7 PM.
7. Brickman was communicating directly with Bill Earle from Village of Mundelein Public Works who also operates plow truck. Without the Village doing the roads, Brickman’s plan failed.
Wednesday, February 2nd –
1. Lodge closed all day per board approval. Communication sent to entire community at 11:08 AM Tuesday.
2. Brickman brought additional equipment to the site by 3 AM.
3. Brickman attempted to do their 2nd pass on the driveways, but equipment got stuck in the roads and needed the Village to clean the roads.
4. Brickman spoke with Bill Earle around 4-5 AM and stated a truck should be at GD within an hour or so. The Village did not arrive until approx. 11 AM. The Village truck came and attempted to get through the site with a 1 ton truck, but got stuck and didn’t finish and left. The truck did not inform Bill Earle that it had left, so there were no Village trucks operating within GD.
5. Emily from Brickman continued to try and reach Bill during this time period and could not until approx. 2 PM.
6. Brickman decided at 2 PM to start as best as they could until the Village got out. Their vehicles were getting stuck and they were having difficulties getting anything done.
7. Residents kept coming up to Brickman equipment slowing the process. Residents were telling Brickman that they had to get to the hospital, funeral, airport, work, etc. so they were having to jump out of order in order to accommodate resident’s specific requests.
8. The Village 3 ton truck arrived approx. 4 PM and made one pass with the large loader. Brickman could then begin operations to the driveways of the homes as designated as our #1 priority.
9. Snow stopped approx. 1:00 PM, but with the 60 mile an hour winds you would think it was still snowing.
10. A resident made emergency call of lost heat in home off Ogden and Brickman did what they could do to get to the home and assist the resident. Other residents saw Brickman and thought they were starting, which they did not.
11. Residents began to panic because they could not get out of their homes.

Thursday, February 3rd –
1. Lodge re-opened 6 AM. Staff re-opened the building to re-open lines of communication with the residents and communicate via portal email.
2. Tracy was checking voice messages by 6 AM prior to coming into the office.
3. Tracy began returning every call and email received by 7:30 AM.
4. Brickman completed all driveways approx. 5 pm. This was approx. 26-27 hours from start on Wed. at 2 pm to finish. (approx. 21 minutes per driveway).
5. Brickman returned approx. 10 PM to start entry walks.
6. Village finished __________? It was determined it took the Village approx. 2 – 2 ½ hours to plow each NH roadways.
7. The approx. hours between when the Village was out on Tuesday to Wed. at 4 pm are approx. 16-21 hours. Based on the storm and conditions, the timing is pretty accurate.
Friday, February 4th –
1. Brickman finished entry walkways approx. 4 PM.

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