Q&A with Ken Boegeman, Certified Snow Professional, Snow & Ice Management Association

What in your opinion is the largest area of misunderstanding regarding risk and liability management?

A big problem is the contradiction in a lot of contracts that I see. There will be indemnification laws that make the vendor absolutely 100% responsible for all of the risk and all of the potential for claims. Any risk having to do with claims comes back to vendor. However, the customer is restrictive in their scope of work, which doesn’t allow the vendor to plow below two inches, natural ice melt. So the vendor ends up with a scope of work that makes it impossible to make the property absolutely safe.

But here’s the twist – in Missouri in the case of a claim, all a vendor has to do is show he made a reasonable effort. From the facility manager’s standpoint, if the claimant attorney can show that the property owner’s scope of work yields a dangerous facility, now the facility manager can have more risk and exposure. They’ve instructed their vendor to perform to a substandard level of service. We don’t even bid some properties because the scope of work is too narrow.

What should property managers look for when hiring a snow removal vendor?

When you’re hiring a snow removal vendor, sure you’re physically hiring someone to remove snow and spread salt, but you’re also hiring an insurance policy to make sure the people on your property are safe. So if a client doesn’t want to pay for a good “insurance policy,” they say the vendor is responsible for all liability. Then, the client will either wind up with a sophisticated vendor who can exploit that situation or who doesn’t understand. Either way, there’s a problem.

What is the most important thing to consider when drawing up a snow contract?

Think like an actuary and assess your risk. Property owners need to make a decision as to how much risk they’re willing to take on. A zero tolerance contract may cost you $100,000 compared to a contract with a 2-inch trigger. You may save $50,000, but now you’re liable to a slip-fall. If a potential slip-fall will cost you $100,000, then go with the zero tolerance policy. Balance the cost of the insurance policy from the vendor against cost of a claim.

How do you as a snow vendor manage risk for snow and ice?

Knowing what you need to do before you need to do it allows you to mitigate that risk before it occurs. Then you can adjust on the fly and modify your plan for whatever situation may arise. Property managers want to make sure they have a vendor that has a plan. It goes back to documentation and having written plans and documented procedures that lower our risk and therefore lower the exposure of our carrier. We keep good documentation and know what happens during a storm. If we have a plan for worst-case scenario then it’s unusual we get caught off guard. We’re one of the few contractors that can boast 100% customer retention at our branch. Lower turnover lowers risk as well, because you’re repeating properties from last year.

What should property managers do to make sure their vendor checks out?

Ask about documentation. Make sure that the entity matches the contract. Also, see if you can get a loss run from their insurance company. That report will tell you how many claims a vendor has had so you can see the burden that vendor has put onto their insurance carrier in the past. Depending on what state you’re in, you can also research case history for your vendor on the Internet.

From Accuweather.com

Accuweather.com released its official Winter forecast for this 2012-2013 season. The full forecast can be viewed here, but here’s what they said for us in the Midwest.

From Accuweather.com:

Below-Normal Snow for Midwest; Normal Lake-Effect Snow for Great Lakes
Following a dry and mild winter last year, portions of the Midwest is forecast to receive below-normal snowfall this winter.
“Across the Upper Midwest, cities like Chicago, Minneapolis, I think, are going to miss out on the big systems down to the south as far as snowfall goes. I think they are going to have to rely on more clipper systems coming down out of the north and west,” Pastelok said.

Omaha, Green Bay and St. Louis are other cities that may get less snow than normal.

Normal Seasonal Snowfall for the Midwest

Clipper systems are quick-moving systems that drop down from Alberta, Canada. They often have very little moisture associated with them, so they are not big snow producers.

The lower-than-normal snowfall in the Northern Plains and Upper Midwest will result in spotty snow cover which in turn will help to keep temperatures milder than normal, according to AccuWeather Expert Senior Meteorologist Jack Boston. However, temperature departures are not expected to be as extreme as last winter.

Meanwhile, near-normal snow is predicted for the typical Great Lakes snow belts. The warmer-than-normal water of the Great Lakes will set the stage for the lake-effect snow machine to turn on as any cold waves arrive.

You may be wondering what Ol’ Man Winter will look like this year… Here’s our interpretation.

According to Accuweather.com, we are in for a slightly below average Winter. But there’s no telling just how Ol’ Man Winter will appear in Kansas City. Kansas City and its surrounding cities are noted to have some of the most unpredictable weather in the country.

A Forbes.com article cites Springfield, Missouri as the wildest weather city in the country. This is because the city is elevated in the Ozarks at 1,266 feet and sits beneath unstable air (cooler air over warm air) which spurs high winds, including some tornadoes. The runners-up are listed as Topeka, Kansas, Rochester, Minnesota and Wichita, Kansas.

Coincidence? We think not. Winter weather especially is so unpredictable, but it’s kind of what we love about the snow industry. It leaves plenty up for the imagination and anything can happen, at any time.

Of course, we love the snow and are hoping for a very white winter… No question there!

What are you hoping for this winter?

2012-2013 Winter Outlook May be White

As we look toward the upcoming winter season, there’s never a lack of speculation about temperatures and snowfall. Especially after a drought-filled spring and summer. While Accuweather.com will not release its official forecast for this season until next month, long range meteorologists are already making predictions of a weak El Niño Southern Oscillation, (ENSO), as it is known by atmospheric scientists.

El Niño is the fluctuation in sea-surface temperatures above the tropical Pacific Ocean. When temperatures are cooler than average, like this past winter, it is known as La Nina. When these waters are warmer than average, it’s called the El Niño phase. Warming the ocean water in turn warms the air above the Pacific, causing weather patterns to change globally. El Niño typically means a snowier winter on the East Coast and average snowfall for the Midwest and Upper Midwest.

Last winter was classified as the La Nina effect, which left us with below-average snowfalls. AccuWeather.com long range meteorologists, headed by Paul Pastelok, are projecting an El Niño this winter. It should be noted that no two El Niños are the same. The strength of this phenomenon can mean a great deal for winter weather. So stick with us and we’ll continue to update you as the National Oceanic and Atmospheric Administration releases its official winter forecasts. Over here, we’re crossing our fingers for some El Niño action!

This Summer, the U.S. experienced the worst drought recorded in five decades. The drought delt a heavy blow to crops and the farming industry – from Kansas to Indiana, and beyond. It also prompted the rapid expansion of several fires in Colorado earlier in the summer. The devastating fires took lives, destroyed properties and caused an estimated $449.7 million in damage, according to the Rocky Mountain Insurance Information Association.

Lately, the Midwest has had some relief from the extreme droughts the region experienced this summer. Meteorologist Meghan Evans of Accuweather.com says, “As storms begin to impact the Northwest in the fall, some moisture will stream into portions of the central and southern Plains at times.”

The recent rains are extremely beneficial for areas that suffered severe to exceptional drought conditions. The primary areas receiving this much-needed moisture are Western and central portions of Nebraska, Kansas, Colorado, Oklahoma and Texas.

Rain/Freeze Sensors
Rain sensors prevent irrigation systems from running when it is raining and right after rain events when irrigation is unnecessary. Rain/freeze sensors add the ability to stop irrigation when temperatures approach freezing to prevent ice on landscapes and hardscapes. These devices can reduce irrigation water usage up to 35 percent and help extend irrigation system life.

Weather-based Controllers
Weather-based controllers actually adjust irrigation schedules based on local weather conditions. These climate-based systems gather local weather information and some even factor in your exact landscape (types of plants, soils, slopes, etc.) to make irrigation run-time adjustments. With weather-based controllers you can be sure that your landscape always receives the appropriate amount of water.

Sensor-based Controllers
Sensor-based controllers rely on soil moisture sensors placed below ground in the root zones of lawns and landscapes to determine if and how long to water. Soils may be maintained between lower and upper target moisture levels for optimal plant health. Alternatively, a simpler decision is to schedule the regular irrigation program to run based on the soil moisture. Weather-based and sensor-based control products are available as stand-alone controllers or add-on devices to existing controllers. Each has been shown to reduce irrigation water usage up to 70 percent without sacrificing the quality of your landscaping.

Pressure Regulation
All sprinklers operate best at a certain water pressure. At those pressures the water distribution is most uniform over the target area. That allows shorter run times because for an entire lawn to be green you basically end up setting a schedule to provide sufficient water to the driest spot. Reducing high pressure also eliminates problems such as misting sprinklers and potential irrigation system damage. Water pressure regulation devices are easily added to valves to control a whole irrigation zone or can be added to individual sprinklers.

Low Precipitation Rate and High-Efficiency Nozzles
Many great sprinkler nozzles are on the market today that use lower precipitation rates to reduce run-off or offer improved water distribution uniformity. Distribution uniformity is very important to reducing watering run times. Again, you want the entire area being watered to receive sufficient water to maintain green lawns and colorful plants, so the more uniform the water distribution, the shorter the watering run time will be for the driest spot.

Drip Irrigation
Drip irrigation systems are very different from pop-up sprinkler systems. Rather than spraying wide areas, they generally utilize point emitters to deliver desired volumes of water to particular locations at or near plant root zones. Water drips slowly from emitters either onto the soil surface or below ground. Less water is lost to wind and evaporation as a result, and weeds can also be reduced. Drip irrigation systems are very water-efficient and customizable for even different plants in a small area.

All of these water-efficient products can reduce water use and your water bills without sacrificing plant and landscape health. You can still enjoy all of the benefits associated with attractive and enjoyable landscapes on your property while helping to conserve a precious natural resource.

Smart Irrigation Month is an initiative of the Irrigation Association, a non-profit industry organization dedicated to promoting efficient irrigation. Learn more at www.smartirrigationmonth.org.

Provided for the Irrigation Association by Rain Bird Corporation

Automated irrigation systems are convenient and protect your landscape investment. A well-maintained unit can keep your property beautiful and healthy while minimizing water waste. To raise awareness of the benefits of efficient watering management practices, the Irrigation Association has named July “Smart Irrigation Month” and we here at True North are on board. We know that taking the time to fine tune your irrigation system this summer will help keep utility bills low while still making sure that you get the most out of your irrigation system. Not to mention, it’s good for the environment.

Take time NOW to fine-tune your irrigation system and keep it running smoothly all summer with these 10 easy steps.

1. Adapt your watering schedule regularly to the weather and the season. Familiarize yourself with the settings on your irrigation controller and adjust the watering schedule regularly.
2. Schedule watering for each zone separately. For each area, take into account the type of sprinkler, sun or shade exposure, soil type and plant requirements.
3. Water more frequently but for shorter periods of time. Setting your system to run for three, 5-minute intervals lets soil absorb more water than watering for 15 minutes at one time.
4. Water at the right time of day. Watering when the sun is low, winds are calm and temperatures are cooler minimizes evaporation by as much as 30 percent! The best times to water are late afternoon, evening and just before sunrise.
5. Water ONLY when needed. Saturate root zones and let the soil dry. Overwatering results in shallow roots and encourages weeds, disease and fungus growth. Irrigation water can be especially damaging as soil salinity rises. Read more at Irrigation Water is Destroying your Landscape.
6. Have your system audited. Hire a professional to conduct an irrigation audit and uniformity test to make sure each zone is being watered evenly.
7. Inspect your system yourself. If an audit isn’t in the budget make sure that you are checking at least monthly for leaks, broken or clogged heads, and other problems that arise from normal wear and tear.
8. Install an inexpensive rain shutoff switch. These money saving sensors prevent watering in rainy weather when you forget to shut it down or aren’t around to do it. The best part? You can pick one up for less than $100.
9. Invest in “smart” technology. Climate or soil moisture sensor-based controllers evaluate weather or soil moisture conditions and then automatically adjust the watering schedule to meet the specific needs of your landscape.
10. Adjust sprinkler heads. Remove obstructions that prevent sprinklers from distributing water unevenly and make sure you’re watering plants, not buildings or sidewalks.

Many of these small, easy tweaks can make a big difference in your irrigation efficiency and water management. Summer is the perfect time to fine-tune your system. Make a difference on your landscape that will in turn make a difference on the environment through water conservation.

Smart Irrigation Month is an initiative of the Irrigation Association, a non-profit industry organization dedicated to promote efficient irrigation. Learn more at www.smartirrigationmonth.org.

Most property or facility managers have some version of a scope of work, indicating the proper care and maintenance of their property. A complete scope of work is important because it creates a uniform plan that everyone involved in the snow removal process (manager, tenants/employees, vendors, etc.) can understand.

What is a scope of work? We outline some of the key components it includes below.

What to Include in your Scope of Work

At minimum, a Scope of Work should define:

• Service Priorities – Front sidewalks, drive lanes, etc.
• Service Triggers – Will service only begin when 2 inches of snow have accumulated?
• Response and Service Completion Times –For hospitals and other highly used properties, you may require a response time of no more than 1 hour, for instance
• Piling and/or hauling requirements – Are there certain areas of a lot that CANNOT have snow piled? Do you want to pay extra to have the snow hauled?
• Equipment Requirements – Are there any restrictions or requirements for the equipment that is used to service your property?
• Materials Specifications – Do you want to use liquid deicers as a pre-treatment? If you have a more frequently accessed property, you may want to use product with greater efficacy, like magnesium chloride rather than plain rock salt.
• Supervision and Communication Guidelines
• Documentation and Invoicing Guidelines – Will the company provide a breakdown of services performed in their production and billing report? What about a timeline of the weather event as your property was serviced?

As you can see, a Scope of Work is a comprehensive outline of everything regarding the treatment and maintenance of your property. As it pertains to snow removal, there are many factors to include and consider. Professional contractors will be able to ask the right questions and suggest reasonable additions to the Scope of Work if it is new to the property manager.

Why you need a Scope of Work

There are 4 major reasons you should have a scope of work for your snow removal services.

1. It provides a format for bids to be compared directly – which means you can actually bid apples to apples. Trying to calculate an hourly bid against a per occurrence bid is difficult enough, but finding out after you hire the “best bid” that the vendor is adding service costs because they didn’t know the specifics of the job beforehand is a property manager’s worst nightmare.

2. A Scope of Work plan identifies a level of expected success for all involved. Not only will your snow removal vendor know exactly what you expect, so will your employees and/or tenants. If everyone on the property is aware of the expectations, you will reduce your risk of slip and falls or accidents. For example, if everyone knows you have a 2″ trigger, and the snow has only reached 1″ in depth, you won’t receive calls from employees or tenants complaining that the plow truck hasn’t been there.

3. It provides a framework for holding the vendor accountable. The more details outlined in the scope of work, the less likely the vendor can claim they weren’t responsible for it.

4. A complete scope of work forces the property or facility manager to think through all possible issues ahead of time so that everything runs smoothly during an actual snowstorm.

Having a scope of work completed before the season starts is not only going to mean a smoother ride for you once winter weather hits, it also means you can start comparing your bids across the board. You’ll know what to expect from your service provider and they’ll know how to completely and effectively service your property. Don’t put this off another minute. Get everyone on the same page this season by completing your scope of work today.

If you have a scope of work and would like to request a bid from True North Outdoor for snow and ice management on your property, contact us here.

Weather experts are saying that this winter we can expect much more cold and snow than last year. Long range weather expert Joe Bastardi says he believes particularly cold winters are in store beginning this upcoming season and spanning over the next 3 years.

While his analysis includes a combination of factors, the biggest reason for this prediction is the weather pattern of the ocean. He says the appearance of El Nino in the Pacific indicates warm underwater temperatures causing water to easily evaporate and form in the clouds, creating stormy summers and frigid cold winters. Now you know what the weather experts are saying about this winter. Don’t say we didn’t warn you.

For a complete analysis of Joe’s forecast visit AccuWeather.com’s article, “Winters of 2012, 2013, 2014 Could be frigid”.

In this article we’ll explore why the lowest bid doesn’t always result in the lowest total cost in winter services. Many unforeseen costs are incurred as a result of trying to cut costs unreasonably low at the onset.

We’ve compiled a list of things to think about and questions you should be asking snow and ice management professionals. Being informed and learning how different companies work can help you make the most informed choice for your property and customers.

General Company Questions

1. What is their dedication to the industry and to you?

Ask how long the company has been in business. Companies you can count on have been in business for more than just a few years. According to Snow Business Magazine, 50% of snow industry professionals have been in the business at least 16 years.

What percent of their total revenue is from snow removal? What is their total snow related revenue? A small number of accounts or a low percentage of total revenue from snow removal may indicate low dedication or little experience performing winter services like snow and ice removal.

2. How do they prepare before the snow season?

A snow removal company who knows what it’s doing should provide pre-season walk-throughs and damage reports as well as a detailed Snow Response Plan. They should meet with you at your property for on-site meetings to assess any areas that are first priority or may need special attention during a storm.

3. Are they Industry Certified Professionals?

Ask if any of the employees has certification from SIMA (Snow & Ice Management Association). A CSP (Certified Snow Professional) has passed a 6 hour test covering all aspects of the snow industry from snow and ice sciences to operations management. True North Outdoor has two CSPs on staff, one located at our Kansas City and one in St. Louis.

4. What documentation do they provide?

Ask what details are provided with your contract and billing invoices. For your liability protection, you should be provided a detailed recap of the weather event timeline as well as a breakdown of the services provided.

Find out how quickly the snow removal company will send invoices to you. Companies that aren’t either adequately staffed or have efficient accounting processes may not be able to provide quick turnaround on documentation.

5. Do they have insurance coverage?

Make sure the snow removal company and all operators are insured.

6. Do they have available back-up in case of emergency?

Ask if they have operators and equipment in reserve in the event of a problem. Find out the percent of standby crews out of total crews available. A reputable company will have an extra 10% of crews and equipment ready to relieve the working crews in the event of a breakdown or a multi-day snowstorm. If extra crews are not available, it is possible that crews may be pulled off your property to help another property, thereby delaying the speediness of service on your property.

7. Are their crew’s trained in safety and production?

Ask if they require and/or offer any formal training to their crews. Companies should make all crews attend a training program to ensure levels of service are similar throughout the company and the standards of operation are set to the level you need. Companies should also provide tips for best practices and inform their crews of resources to learn more about safety, maintenance and other snow-related issues.

8. What does their quality control management look like?

Does the snow removal company have a way to double check that properties were serviced and completed to your standards? A company should offer a quality control service for monitoring properties, and if need be, a Site Manager, to direct operations on larger properties.

As you can see, much more goes into a snow removal service prouder than the cost. When you do your homework, you can feel good knowing that you have your bases covered. A reputable company will be able to answer all these questions for you and will be happy you took the time to understand what is important for the safety of you and your tenants or customers. Click here to get in touch with a snow removal professional from True North Outdoor and find out just how well we measure up. Or you can give us a call at (888) 478-9470.

Fortunately, we are! As one of the largest snow and ice management services in the country (ranked 13th in 2011), we think about snow removal all year long. Sure, last winter was almost non-existent, but the year before we broke records for snowfall. It’s crazy swings like that that make winters so hard to deal with.

Aside from the fact that it’s always on our mind, there are a few good reasons we like our clients to get snow on the mind in the mid-summer months.

The first reason we start our clients thinking about their winter needs in the summer is that there is a long list of preparation involved on the service provider’s end. We must organize manpower, materials, equipment, communication, documentation and the flow of information in order to provide the most effective and efficient services for our clients.

Every company does things a little differently. We at True North Outdoor subscribe to the philosophy that 90% of the battle is won before the first snowflake falls. We have pre-season planning down to an art. Here’s some of what goes into our stellar preparation.

Pre-Season Walk Through & Damage Assessment

A True North Outdoor area manager meets with you at your property to determine the scope of work with your facility or property manager. We also assess property condition, take measurements and note any existing damage areas for our records. After conducting the pre-season walk-through, True North Outdoor provides each client with a pre-season damange report to document existing damage report to document existing damages on the property for future reference once the season has ended.

Field Meeting

A True North Area manager will meet with our own production staff at your site to conduct an on-site training. This ensures we don’t miss any important areas during a storm. It also helps us communicate any high-priority areas with our crews so your property is serviced to your exact specifications.

Snow Response Plan (SRP)

SRP’s are created after all of these meetings and include everyone’s input to come up with a finalized equipment and materials plan of how to best service your property. These are color-coded guides that specify how we service your property. Each of our production team members has one, ensuring your property is given the care it deserves.

Customer Service Packets

Before the snow season begins, we compose and send all of our clients packets with detailed information on their contract, what to expect from their area manager when an event is imminent and other helpful information. We make sure you know what to expect and how to contact us should you need any assistance during the storm. You will also receive information on how we work and a property information page.

Training

Our production staff at home base is trained to handle all services requests, so we’re always equipped to service your property in the exact way required. Our field crews go through safety training, where they learn the appropriate measures and responses to a variety of scenarios and situations.

Communication Drilldown

When you become a client of True North Outdoor we include you in all of our weather reporting communications from daily weather reports to weather event updates. You’ll be in the know on what kind of weather to expect day or night. When a weather event is imminent, your area manager will provide an overview of the plan for the storm by email. Our area managers are available 24-7 and you have exclusive access to them for any needs during the storm.

With an unknown deadline, like when the first snowflake falls, a snow removal company wants to be confident all of the pieces of the puzzle are in the box. And when that puzzle is complete you can rest assured that the picture you end up with will be a work of art.

Now that you know what we do before the storm, find out what we do during the storm and after the storm to continue providing value to our clients.

According to the USDA Forest Service, the average lifespan of an urban tree is less than 10 years, however their potential is more than 30 years. The reason for the shorter lifespan is due to two main problems: 1) the unnatural environment in which they are put and 2) the reactionary tree-care that is standard in the industry. As explained by an article in Arbor Age Magazine, “Every tree requires a specific soil texture, nutrient complex, stand density, moisture regime, temperature range, photo period, and associate organisms (soil micro-organisms, beneficial insects, etc.) to reach its full genetic potential.” By understanding how a tree lives, defends itself and dies, you can find a way to apply proper tree care and thus enhance its health and longevity.

A Tree’s Life

Trees capture energy through their leaves in a process called photosynthesis, and they obtain water, oxygen and minerals from soil through their roots. Photosynthesis creates sugars and starches, which are the food for sustaining life and growth. Any unused food supply is stored in the tree until it is needed for breaking winter dormancy, producing leaves, reproduction, responding to wounds, etc. When the supply is deficient, growth and/or defense suffer.

A Tree’s Defense and Death

When a tree is under stress, it must use up its stored energy to survive, which means it can’t use its stored energy for typical growth patterns. The tree appears healthy even though it is suffering because the first signs of stress are within the tree or below the ground. If the stressor continues, the tree will begin showing signs of wear. For example, if the roots are not able to grow properly, the top of the tree will not receive adequate water and nutrients, and fewer, smaller, yellowish leaves are produced. If the stressor is not removed, the tree will eventually die. Following are lists of typical symptoms of stress as well as factors that contribute to the stress.

Factors that contribute to tree stress:

• Drought
• Over watering
• Soil compaction/poor aeration
• Freezing/temp fluctuations
• Defoliation
• Nutrient deficiencies
• Chemical injury
• Mechanical damage
• Transplant shock
• Improper planting depth
• Lack of root space
• Competing vegetation
• Improper pruning

Typical Symptoms of Urban Tree Stress

• Sprouts
• Scorch
• Stunted growth
• Increased fruit production
• Frost cracks
• Cankers
• Susceptibility to infectious diseases
• Susceptibility to insects, especially borers and bark beetles
• Chlorosis
• Declining root systems

Tree Repair (Not Replacement)

Standard practice in the commercial landscape industry is to replace trees that are showing signs of stress. In fact, many properties build in the cost of replacing trees as an annual cost, but this doesn’t have to be the case. Creating and maintaining a comprehensive tree care program will help limit or even eliminate the need to replace sick and dying trees. Ideally, the program would begin prior to planting, but it must continue for the life of the tree.

As explained in a leaflet from Clemson University’s Dept. of Forestry and Natural Resources, “There are three important phases in urban tree development during which practices should be modified to meet the tree’s ability to withstand change. These include the planting/establishment phase, a juvenile growth phase, and maturity.”

Tree selection is obviously an incredibly important aspect of a tree care program. Like fitting a square peg into a round hole, attempting to put a redwood into a roadway median is not a smart decision. Do research to determine if the tree’s size at maturity will fit so no altering to the root or crown system needs to be done.

The health of the soil is critical the planting and juvenile growth phase because compacted or poorly drained soils affect the root system. Transplanting a tree can add major stress to the tree and often newly planted trees only last one or two years because of it. If the soil is conditioned, it will lessen the transplant shock because it will provide adequate water drainage and accessibility to oxygen.

During the juvenile growth phase, the tree is able to adapt to changes and respond to maintenance treatments. However, as a tree matures its ability to adapt decreases and, therefore, it is essential that a stable environment is created prior to the tree becoming mature.

What you can do

Regardless of the stage of your trees, you can and should set up a tree care program. Performing leaf, soil and site tests can help you to determine the underlying cause of the stress, and a specialist can help create your program.