Meeting Minutes

InTIME Monthy Meeting Minutes from February 16, 2010

IN-TIME

Minutes 2-16-2010

Call to Order- Major Melville

Web Conference for our monthly meetings

Roll Call- Karen Stippich

Welcome- Major Melville

Minutes-

Minutes have not been complied for the January meeting.

Committee reports-

Outreach- Duke Brown

No Report

Policy- Brad Hoffman/Danny Price

Nothing before the policy committee at this time

Training- Russ Shoaf/Kevin Rees

Training modules are on the website.

The NC DOT Scene Safety Video has been added to video page of the IN-TIME website

The website is http://indianatime.org

Ad-Hoc Committees-

Towing list for recovery and spill recovery(Georgia TRIP Program)- Eric Hutchinson - chair, Clint Bundy, IACP, Sheriff’s Assoc, Don Holder, Mark Furnish, Jason Sewell –

Jason Sewell reported - There is a recommendation that the Indiana Towing Association clarify the existing towing requirements.

No report on the Hazardous Material Recovery aspect.

Coroner issues- Ed Cripe - chair, Matt Bilkey, Donald Watson, IACP, Sheriff Assoc, Towing, Mark Nelson, Deb Davis (ddavis@munciepolice.org)

There will be a meeting of the two Ad-Hoc committees at 9:00am, February 23 at the TMC (Rooms D&E). Major Melville is taking over as the chair of these two groups to get the issues resolved quickly.

Old Business-

Training modules for First Responders-

Training materials have been posted on the IN-TIME website.

Training modules are on the website.

http://indianatime.org/index.php/files/training-materials/

The NC DOT Scene Safety Video has been added to video page of the IN-TIME website. http://indianatime.org/index.php/block/10.html

IN-TIME Website (http://indianatime.org).

Photogrammetry- 01-10-2010

To date beginning June 20^th, 2009

1) 47 total uses of Photogrammetry

a. 45 uses related to roadway closings

b. 2 uses not on roadways

2) 6 Crime scenes measured

a. 2 Police Action Shootings on roadways

b. 1 Homicide (NON-ROADWAY)

c. 1 House fire (Arson) (NON-ROADWAY)

d. 1 Hit and Run

e. 1 police pursuit

3) 43 Minutes –average time to measure using Photogrammetry for roadway scenes only (Road Closed Scenes)

4) 2 Hours 23 Minutes – Average Estimated Measurement Time NOT using Photogrammetry (Road Closed Scenes)

5) 1 Hour and 39 Minutes: Average Time SAVED PER ROAD CLOSING SCENE using Photogrammetry.

a. 99 minutes times 45 Roadway closings = 4455 minutes

b. 4455 minutes = 74.25 hours

c. 4455 minutes times 4 (times needed to get traffic back to normal flow) = 17820 Minutes (Around 297 hours) time saved that the general public would have been sitting in traffic working their way through traffic before the traffic lanes were back to normal flow.

Fourteen additional people will be trained on the use of the camera and markers for photogrametry analysis (10 state level, and 4 county level)

Ten other departments that have bought the equipment will receive full software training March 1-5, 2010

Additional training coming

85 people will get camera, tripod, makers and one day of training

511 Update-

www.Trafficwise.in.gov

Fall/Winter Conference for IN-TIME

Approval for conference- need to set a date

Possible dates in June are the week of June 7 and June 21.

The date of June 22 has been set.

Nationwide TIM Team Best Practices.

The project includes outreach to states / regions with outstanding TIM programs to gather information for the report. We have specifically identified Indiana and the IN-TIME program for outreach due to the impressive TIM work underway there. The following is a link to a description of the project: http://www.i95coalition.org/i95/Projects/ProjectDatabase/tabid/120/agentType/View/PropertyID/240/Default.aspx

New GHQ Major Incident Response Team- two days last week and yesterday

Indiana State police headquarter – general headquarters (GHQ) – getting more troops out on for incidents

Proposed closure of I-70 for Lily- INDOT has the final approval

INDOT is currently in the process of working with FHWA to prepare for application to close I-70 for the Lilly Day of service put the federal code regulations. If Indiana is willing coordinate a proper closure the FHWA will work with them. The notice of the closure will be posted in the federal register for a 30 day comment period.

Upcoming construction for 2010 in this area- I-69 south

No ITS installations planned for the section from Bloomington south to Evansville.

The ADT is projected to be 23,000 vehicles per day with 25% trucks.

Training Opportunity - SHRP II L 12 Project

SHRP II L 12 Project - proposed Pilot Delivery in Indiana- We need to have your two attendees by Friday.

The training is scheduled for the last week of March. Two people from each agency or association to be a part of this committee. March 29 – April 1.

RSVP to Russ Shoaf and Kevin Rees – Send to this training – Buck Creek Fire Department (Mt comfort Airport property) Need these names by Friday 2/19. Want attendees have some sort of training background so they can give the training out in turn.

The training is for Traffic Incident responders. Certificate training course – 3 days.

The three major topics are:

· Responder safety

· Quick clearance

· Communications

You will be responsible for any travel costs. 3.5 days

New Business

Cable barriers

ISP meet with INDOT about the cable barriers. ISP supports the program but they would like to see more breaks in the barrier. ISP meet with commissioner and others at INDOT last week. Want more breaks that can be used as a turn around that is traversable by responders but not for the public traffic. Want INDOT to get a group of responders together and develop an Indiana Standard. Major Melville also discussed the request to demonstrate the ability to push done and end post to release tension in the system.

Three New Issues:
1. We are seeing more and more incidents where our first responders understand that vehicles should remain off the roadway until a more appropriate time so traffic is less affected. When this occurs, how do we handle the traffic direction for the tow company that goes back out to get the vehicle(s) out? Does Law Enforcement have that responsibility or does the Tow Company have the responsibility to get a permit to close the roadway and deal with it that way.
General Consensus – that police should come back to aid during tow recovery however the hazardous spill recovery should continue to be permitted.
1. Communication- how do we talk with other disciplines, responding the wrong way without communication with on scene personnel
Need follow up meeting with Dave Vice and determine how get word out on use of the mutual aid channel. This needs to become a standard operating practice.
1. That’s what we’re trying to get clarified. You would think we would all know this. From the Georgia contacts, it sounds like everyone is equally confused.
  
  We at least know a diesel spill from cargo IS covered by hazwoper. The same volume of diesel spilled from a saddle tank – don’t know yet. It appears US DOT has exempted vehicle fluids from their definition of a Hazardous Material. HAZWOPER would only apply to diesel when it is on DOT’s list of Hazardous Materials.
Once we get this clarified, we can hopefully make a nice clean table about what IN-TIME member should have what types of training to perform some specific tasks. The shame of this is saddle tank spills account for most of the reported spills in transportation, but they are the spills we apparently are most confused about on regulation. Once we get this one figured out, we’ll be in good shape.

There is a difference between diesel fuel spill between fuel tank and cargo tank. There are different regulations for fuel tanks and cargo tanks. Jason Sewell is trying to get clarification on the regulations.

Presentation

Kevin Cole- brief rundown of Navteq Traffic, its operations, clients, etc

Navteq produces the traffic information from data they share with INDOT that is produced the travel speeds on TV traffic reports. Mr. will make a more in-depth presentation at THE March meeting on how they use the traffic data and turn it into useful traffic information for media outlets.

Getting IN-TIME Message Out

Go get busy selling IN-TIME

Meeting Adjourned

Next meeting March 16, 2010 at District 52/TMC

Reminder- Committee chair conference call 9:00-11:00AM Tuesday November 24, 2009, 317-233-9088. This is a standing conference call for IN-TIME committee chairs, charter members, and executive staff. The intent is to provide assistance and encourage progress for committee chairs between IN-TIME member meetings.

Committee chairs, please be prepared to discuss:

-Your current understanding of your committee's assigned task,

-Progress made since the last meeting,

-Steps you plan to take prior to next meeting.

-Foreseeable needs, new committee needs to be addressed by IN-TIME members.

In the event committee chairs are unable to make a conference call, please notify Major Melville in advance. If you plan on missing a call and need a proxy 'invited' to a call, email me the proxy's address as soon as possible.
InTIME Monthy Meeting Minutes from April 21, 2009
In-TIME

Agenda 4-21-09

Call to Order-        Major Melville

Roll Call-               Karen Stippich

Welcome-              Major Melville, new members

Minutes- Approval as printed

Motion to approve minutes as written by Steve Williams with Second by John Shimer

Committee reports-

Outreach-     Duke Brown

Dave Bursten (ISP) reported:
- Duke and Dave have had conversations with WTHR about a story on IN-TIME
- Duke and Dave have e-mailed Indiana Broadcasters Association
- Duke has made several other contacts by e-mail
Policy- Brad Hoffman

001-0309

Next assignment - work on a Clearance Time Frame Goal

Volunteer to work on the Clearance Time Frame for Goal policy

Brad Hoffman reported:

Updated the 001-0309 policy on Peak Travel Time/Inclement Weather Clearing a Vehicle

Policy was distributed for discussion:
- This is a separate policy from clearing vehicles ahead of predicted inclement weather.
- Concern was expressed on who gets called to initially clear the road way and if the initial towing responder will get to finish the job and if they will get paid for the initial if another towing company is hired to clear the scene after the event. (This needs to be added to new business as a separate issue and policy)
- Concern was raised about getting multiple calls on vehicles that have been initially cleared from the roadway but still need to be removed from the scene. This could tie up 911 lines.
- Another issue to think about is a load being left in a truck if it is valuable. This is a judgment call that needs to be taken in consideration by the office responding.
- Another issue is tow operators being called but another tow operator has arrived to take the call or the initial tow responder not bringing the correct equipment.
- It was acknowledged that the issues and concerns raised need to be addressed. Some of these issues may need to be addressed through legislation. The policy being voted on today can be added to or new policies can be written.
- There was a motion to table the policy to look into other state policies and manuals by John Shimer and it was seconded by Russ Shoaf. The motion did not pass a vote.
- Discussion continued that an initial policy needs to be adopted and amendments or additional policies can follow.
- A new motion to adopt the policy 001-0309 (Peak Travel Time/Inclement Weather Clearing a Vehicle) was made by Guy Boruff with a second by Tisha Elder. The voting member voted to accept the policy by a majority.
- The Policy has been added to the website.
Training-      Deputy Chief Russ Shoaf/F/Sgt. Kevin Rees

Russ Shaof reported:

Has made contact with other states to find out what other states have done, costs, resources, etc.

Tom sent contact for New Hampshire

Old Business- Tom Melville

Legislation- HB 1650, Hold Harmless- Abandoned Vehicle to 24 hours- Move It after a crash

Update as of the 15^th passed out of senate with no amendments - Tom does not see the hold harmless part.

Re-assignment

Tom is assigned to IN-TIME full time and is focusing on photogrametry

Tom will move into the Operations Support Division of ISP

Photogrammetry

Working with INDOT, DOR, FHWA and the Toll Road for funding for a total 22 complete kits

Planning to get equipment mid May, training mid June

Hoosier Safe-T

Presentation on communications will be moved to the May 19th In-TIME meeting.

Route Restriction System (RRS) Update

Bob Demuth reported:

The memorandum has been signed. This will dovetail with 511 and be phased out as 511 become operational.

Oversize/overweight Truck Movements

- INDOT is considering lowering the weight limit of permitted vehicles which will resort in the need for more escorted Superloads. ISP is uncertain that they will be able to handle the additional Superload escorts. -

In-TIME logo update

The final design is on the website.

Tom has drafted a thank you letter and certificate for the person who designed the logo at IDEM.

Equipment movement for recovery work

Duke Brown reported.

Duke has been in communication with Bob Demuth in the central office and Jack Kimmerling from the Greenfield District at INDOT. Will continue working on the issue.

North East Construction Project- I-465/I-69

Guy Boruff reported:

The schedule for this project may be accelerated with funds from the ARRA/Recovery Act funds

The next incident management meeting is planned for next month. Guy will notify this group

INDOT has signed the Work Zone enforcement MOU with ISP

Agency/Association Lateral Working Agreement Signatures

Karen Stippich reported:

Signatures were received from Insurance Institute of Indiana and IDHS District 9 Training Council.

Have handed out the forms for the remaining signatures needed.

New Business-       Tom Melville

Indiana State Police

Lt. Col. Parker told district commanders to emphasize the importance of clearing the Interstates on a regular basis. We have become very lacks in that responsibility. Some districts are working at clearing the roadways sooner by moving vehicles off the roadways. Tom is speaking a post meetings about IN-TIME and the Open Roads Philosophy.

Commercial Vehicle Weight Limit

There is speculation that the weight limit for commercial vehicles may be raised.

This will raise issues with axel weights and pavement life.

Tow Response

Continued discussion about tow response and how to respond initially and who gets the job. This issue was assigned to the Policy Committee.

Emergency Scene signs

Greg Deitz and Jay Wasson displayed portable "Emergency Scene Ahead"

INDOT is able to get a better price using QPA (Quantify Purchase Agreement).

INDOT will post the QPA information on the website so others can buy off the State QPA price.

IN-TIME website

The In-TIME website is http://indianatime.org/

Jay Wasson is the conduit to getting information on the website - his contact information will be on the website.

Strut Explosion at scene of vehicle fire

Greg Dietz presented a photo and explanation of a recent response where a burning vehicle had been cleared to the side of the road. It was thought that the scene was secure and that a lane could be opened. However, as traffic was moving by a strut exploded and hit the side of a large commercial truck.

Be mindful that things will blow-up during fire more than just fuel tank and batteries. When is it safe to open the road way. Bumper cylinders are dangerous too. Approach all vehicles as if the have hydraulic bumpers.

This is a safety issue for enforcement responders to be aware of.

Alabama requirement of steel coil haulers

Duke Brown reported that Alabama has a new law that mandates training for people carrying steel coils - reinforced coils. The training is how to secure it and transport it.

Tisha Elder will forward a copy of the law to Guy and Tom

Length of IN-TIME Meetings

A motion was made to shorten IN-TIME meetings to 90 minutes by Bob Demuth with a second by Guy Boruff. The vote passed by a majority. Future meeting times will be from 9:00am - 10:30am.

(Kudos to Jason Sewell for suggesting this idea, even thought he was unable to attend today's meeting.)

IN-TIME video

Tom showed the IN-TIME video prepared by Indiana State Police to promote IN-TIME and the open road philosophy. It will be ready for distribution after the Superintendant approves it.

Reminder-    Committee chair conference call 9:00-11:00AM Tuesday March 24, 2009, 317-233-9088.

This is a standing conference call for IN-TIME committee chairs, charter members, and executive staff. The intent is to provide assistance and encourage progress for committee chairs between IN-TIME members meetings.

Committee chairs, please be prepared to discuss:

-Your current understanding of your committee's assigned task,

-Progress made since the last meeting,

-Steps you plan to take prior to next meeting.

-Foreseeable needs, new committee needs, to be addressed by IN-TIME members.

In the event committee chairs are unable to make a conference call, please notify Major Melville in advance. If you plan on missing a call and need a proxy 'invited' to a call, email Jason Sewell the proxy's address as soon as possible so the conference call information can be sent to them ASAP.

Next meeting May 19, 2009 at District 52/TMC Conference room
InTIME Monthy Meeting Minutes from March 17, 2009
In-TIME

Agenda 3-17-09

Call to Order Major Melville at 9:00 am

Roll Call Karen Stippich, FHWA, IN-TIME Secretary

Federal Highway Administration - Karen Stippich

Indiana Alliance of Hazardous Materials Responders - Eric Hutchinson

Indiana Bureau of Motor Vehicles (BMV) - Brad Hoffman

Indiana Criminal Justice Institute (ICJI) - Dan Jeffries proxy for Ryan Klitzsch

Indiana Department of Environmental Management (IDEM) - Jason Sewell

Indiana Department of Homeland Security (IDHS) - John Buckman

Indiana Department of Homeland Security District 9 - Greg Deitz, IN-TIME Vice Chair

Indiana Department of Transportation (INDOT) - Guy Boruff

Indiana Sheriffs Association - Mark Mitchell

Indiana State Police (ISP) - Tom Melville

Indiana Metropolitan Planning Organization's - Dan Avery

Indiana Petroleum Marketers & Convenience Store Association - John Shimer

Insurance Institute of Indiana - Steve Williams

National Federation of Independent Business' - Duke Brown

Welcome Major Melville

Minutes- Approval as printed

Motion to accept -Steve Williams

Second- Mark Mitchell

Committee reports

Outreach - Duke Brown
- Re-contacted Mr Meyer of the Indiana ambulance association and have asked for a representative to sit on the IN-TIME committee
- Contacted Mr. Cox the Benton county Coroner of the Indiana Coroners Association to ask for a representative to sit on the IN-TIME committee
- Contacted the "Abdul in the Morning" radio show on WXNT to get a contact with the Indiana broadcasters association
- For the next meeting Duke wants to send out a formal letter of invitation 2 weeks prior to the associations that have not participated in IN-TIME.
Policy - Brad Hoffman

àDisseminated a copy of the draft policy 001-0309 for "Rush hour/Inclement weather clearing a Vehicle"

Comments:
- Change the title to clearing of the Roadway
- Need add Sunset date
- Change rush hour to peak traffic period
- Consider adding events like races and deer creek concerts to list of events the policy covers
- The policy should apply to hazardous spill recovery
Will vote on the policy next month

Send comments to Brad Hoffman - bhoffman@bmv.IN.gov

àNext assignment - work on a Clearance Time Frame Goal

Volunteer to work on the Clearance Time Frame for Goal policy
- Jason Sewell, Ben Ballard, Don Holder, Mark Furnish and Steve Williams
Discussion:
- Should it be 90 minutes?
- Longer than 90 minutes or 2 hours should trigger an after action meeting and report
- 90 minutes is the time frame to clear roadway and get traffic moving - not obstructing the travel lanes this is not the entire recovery.
- Emphasized you can work in the median - you just have to have road cleared
- If you take more than 90 minutes revaluate the scene every five minutes to see if you have an opportunity to reopen the roadway or even a lane.
- Group - 90 minutes what trigger after action what defines is 90 minutes what about exceptions merely a goal
- Do not list exceptions to the policy
- Have a performance measure component.
- Other states did not know how long their closures where and then the after action reports helped everyone get better initially
- Can work with the TMC to report closures and opens then the TMC can catalog how long the closure was. The information would be useful for the 511 traveler information system INDOT will be deploying later this year
- Can track what percentage of the time did we meet the target
- After action bring people together not to point fingers but to figure out what to do better
DHS Regions - Jason Sewell
- New IDHS representative - John Buckman
- Joe Romero will speak on the use of Web EOC and the DHS Regions
Training- Deputy Chief Russ Shoaf/F/Sgt. Kevin Rees
- The committee has been formed
- No assigned mission/task yet
Old Business- Tom Melville

Legislation- HB 1650, Hold Harmless- Abandoned Vehicle to 24 hours- Move It after a crash
- The bill is still alive - no reason to believe it will not pass
- Sponsors are : Representative - Goodin and Senators - Austin, Michael, Clement, Oxley
Photogrammetry-
- working with INDOT, DOR, and the Toll Road for funding
- Time frame has been set back.
- Funding not available yet will move April purchase to May purchase
- Attempting to purchase about 20 units state wide as a pilot - cost of unit is $3000 per package( camera, markers, etc)
- Want to have set number of software packages and users around the state then officers will take pictures and send them to the people with the software.
- Dan Jeffries will see if there is money available from their agency to purchase more units
Hoosier Safe-T Communications
- IPSC people needed to delay their presentation due to the need to be involved with legislative committee meetings and activities this month
- Will give a presentation on the communications system at the April 21st In-TIME
IN-TIME logo - Jason Sewell

The proposed logo was displayed.

Comments:
- Use capital N or lowercase n - go with N
- Modernize the font and not use times new roman
- Like concept of the state shape and hills
Additional Slogan suggestions:
- In- time Saves time
- In- time saves lives
- Maybe we can rotate the slogan we use
Call for vote on the overall design of the logo

Motion to accept concept - Duke Brown

Second - Buy Boruff

Need file so we can edit the slogan at the bottom

Equipment movement for recovery work- Update - Duke Brown
- Duke has not looked into it any further
- Issue is about logistics of where to stage an excavator and permits to move equipment
- Action : Bob Demuth to meet with Duke, Jack Kimmerling(INDOT), Corrina (IDOR) and CVED- ISP to resolve issue
North East Construction Project- I-465/I-69- Update - Boruff
- Construction plans are being revisited - may be stimulus money available.
- If interested in being a part of that TIM group for the project please contact Kim Peters at kpeters@indot.IN.gov
- Seeking responder community input before the contract is let.
Agency/Association Multi- Lateral Working Agreement Signature
- Have several agencies that have signed off on the Multi-Lateral Working Agreement and still need several to signed.
- Have copies for you to sign or take back to your agency leader today.
- Want these signed and returned this month.
- If you have a proxy we need that e-mailed to Tom and Karen. Want only one proxy per association.
New Business- Tom Melville

Commission Crash- Read Op's log
- On 3-16-09 ISP trooper was hit head on in state parking garage, happened at 5:39pm.
- Open Roads Philosophy is to be followed in even in a parking garage
Other

Want all agency's to change their policies and adopt them to reflect our open roads philosophy and draft policies

Presentation-

DHS Regions- IDHS Joe Romero
- Presentation on Web EOC and the DHS District formation
- (See attached PDF files of the presentation)
- Discussion on how Web EOC could be useful with for notification of traffic incidents that have lane or road closures. The system is not set up for that but could be in the future.
- The DHS District information is at this website www.in.gov/dhs/2898.htm
Reminder- Committee chair conference call

Committee chair conference call 9:00-11:00AM Tuesday March 24, 2009, 317-233-9088

Contact Jason Sewell (JLSEWELL@idem.IN.gov) to get call-in information

Greg Deitz is going to chair the call

Tom is planning to call in to the conference call

Next meeting April 21, 2009 at District 52/TMC Conference room
InTIME Monthy Meeting Minutes from February 17, 2009

In-TIME Notes

2-17-09

Call to Order-            Major Melville, InTIME Chair

Welcome-                   Major Melville, InTIME Chair

Roll Call-                    Karen Stippich, InTIME Secretary

Federal Highway Administration - Karen Stippich

Indiana Alliance of Hazardous Materials Responders - Eric Hutchinson

Indiana Bureau of Motor Vehicles (BMV) - Brad Hoffman

Indiana Criminal Justice Institute (ICJI)- Ryan Klitzsch

Indiana Department of Environmental Management (IDEM) - Jason Sewell

Indiana Department of Transportation (INDOT) - Jay Wasson proxy for Guy Boruff

Indiana Sheriffs Association - Mark Mitchell

Indiana State Police - Tom Melville

Indiana Metropolitan Planning Organization's - Dan Avery

Indiana Petroleum Marketers & Convenience Store Association - John Shimer

Indiana Department of Homeland Security District 9 - Mark Furnish proxy for Greg Deitz

Integrated Public Safety Commission - Kelly Digin

National Federation of Independent Business' - Duke Brown

Committee reports-

Outreach Committee - report by Duke Brown

- Added F/Sgt Dave Bursten to this group to work with media

- Invited Eric Hutchinson as a representative of the Indiana Alliance of Hazardous Materials Responders

- Contacted ICJI

- Contacted Indian Ambulance association

- Contacted Indiana Fire Chiefs association

Next month

Attend IMTA toll road program on compliance

Attend Indiana Environmental Health Association IEHA trade show outreach opportunity

Policy Committee- Brad Hoffman

-Reviewed list of policies that need to be formed or updated

-First priority will be to develop policy for Recovery of disabled or wrecked vehicles and their contents after rush hour (not at rush hour or during inclement weather) - Plan to have draft policy out for comment the week before the next meeting.

DHS Regions - Jason Sewell

- Brain Mayo has left IDHS - need new representative - Tom Melville will contact Joe Wainscott at IDHS to get replacement

- Postponed DHS presentation districts to next month

- Jason contacted Gerri Husband the branch chief over Training and Joe Romero

- Asking for a WEB EOC presentation on how we can use the system similar to Louisiana in addition to the district information

- DHS district councils are not all formed and organized state wide. Deadline for district council formation is June of this year. Each district has a top level of political officials and the second level is a planning council. Need to look at the planning council for InTIME. District councils will be locally organized but facilitated by the DHS district coordinator. District Task forces also a third level

- Question are when do we start interacting with the districts? Start with the once that are formed. And then get in on the new groups as they are formed.

- We want to work through the DHS districts to get our policies out to the locals.

Old Business

Legislation- HB 1393

- Introduced by Representative Gooden,

- Indiana State Police met with IMTA, Towing Association, Insurance Institute, to rewrite language. No problems with the concept but some of the wording needed to improved.

- Have changed the proposed legislation on abandoned vehicles. New proposed legislations calls for towing abandoned vehicles in 24 hours if it is not a hazard. (Originally wording was for 12 hours.) This is still down from the current 72 hour tow law.

- INDOT does consider anything on the pavement portion of the road is a hazard. Need information on the INDOT clear zone. Crashed vehicle is different than an abandoned vehicle.

- Jason Sewell wants to review the hazmat section of the proposed legislation

- Duke Brown, what bill is the Lien hold for towing industry attached too? The bill outlines who keeps the vehicle at fault so that you can collect fees from insurance which can effect the towers ability to paid. Response is this is HB 1374 or HB 1629.

Photogrammetry-

-Indiana State Police (ISP) is working with INDOT, DOR, and the Toll Road for funding

-Target purchase time April 2009 for deployment summer 2009

-INDOT and DOR and Indiana Toll road. Meeting set for the middle of march to decide what to purchase.

-ISP training budget will pay for the training.

New Business-

Training Committee- assignments

Co-Chairs- F/Sgt. Kevin Rees- LE***

Co-Chairs- Russ Shoaf, Deputy Chief of Emergency Services Pike Township Fire Department**

Members-

Dan Avery - Indiana Metropolitan Planning Organizations

Eric Hutchinson - Indiana Alliance of Hazardous Materials Responders

Bruce Davis - Indiana Towing and Wrecker Association

John Shimer - Indiana Petroleum Marketers

Hoosier Safe-T

- The Integrated Public Safety Commission that administers the Hoosier Safe-T 800mhz radio system will give a presentation on the communications system at the March 17^th In-TIME

In-TIME logo

- Jason Sewell has some Ideas. Graphic artist from IDEM is working on this. Will present a design at the next meeting. If you have ideas let us know.

INDOT combined Lane Closure Policy 2009

Encourage you to learn about his as you are updating policies use this as something you base your decisions on. Pat McCarty is the INDOT contact for the policy. He may be contacted by phone 317-234-5114 or e-mail JMcCarty@indot.IN.gov

Other:

Oversize/Overweight

- Update on Superload permits are for an escorted oversize or overweight commercial vehicles.

- Have decided to open up some of the restrictions on the weekends. The policy will allow superload movements a half hour after sunset and before sunrise on the weekends. ISP and IDOR will still block major event weekends like race weekends and will encourage them to avoid rush hour in the major metropolitan areas. Still discussing other changes to hours superload escort

Equipment movement for recovery work

Duke Brown voiced concern about staging equipment for work that is required to be done at night and the possible conflicts between policies. Would like to follow-up with INDOT, ISP and DOR.

North East Leg (I-465 from Meridian to Shadeland and I-69 from 96^th St. South)

INDOT and the URS Consultants have begun meetings to prepare for incident management during the project and are seeking input from community of responders.

Presentations-

NET (Notify Every Trucker)

- Tim Emington and Tood Hood from TRIMARC (Louisville area traffic management) presented on the Notify Every Trucker program. It is an ITS project of the Kentucky Transportation Cabinet in Louisville, KY.

-The system is subscriber based notification system that alerts trucking companies when there is a 2 hour road closure on I-65 in the Louisville area.

- Presentation is attached (will be attached when posted on the website)

- Bob Demuth mentioned a IDOR administered system to notify people requesting permits on route restrictions. More information on that will be forthcoming.

Next Meeting will be March 17, 2009, 9:00am at the Indianapolis Traffic Management Center.
InTIME Monthy Meeting Minutes from January 20, 2009
IN-Time Meeting 20-January-2009

Meeting called to order by Major Tom Melville at 9:00am

Roll Call conducted by Kim Peters

Bureau of Motor Vehicles (BMV) - Brad Hoffman

Indiana Department of Environmental Management (IDEM) - Jason Sewell

Indiana Department of Transportation (INDOT) - Guy Boruff

Indiana Towing and Wrecker Association - JR Cook

Indiana Sheriffs Association - Mark Mitchell

Indiana Metropolitan Planning Organization's - Dan Avery

Indiana Toll Road Concession Company (ITRCC) - Pat Condon

Indiana Petroleum Marketers & Convenience Store Association - John Shimer

IDHS District 9 - Chief Greg Dietz

Insurance Institute of Indiana - Steve Williams

National Federation of Independent Business' - David (Duke) Brown

Multilateral Agreement (attached)

No discussion

Motion - Stippich

Second - David (Duke) Brown

Motion carried

In-Time Bylaws (attached)

Major Melville presented the group with a copy of the bi-laws and gave a brief summary

(Document Attached)

Action item: Reminder that a proxy needs to be submitted to Major Melville

Motion --Guy Boruff

Second - JR Cook

Motion carried

Election of Vice Chair and Secretary

Vice Chair

Nominations: Chief Greg Dietz

Motion - Guy Boruff

Second - Pat Condon

Motion carried

Secretary

Nominations: Karen Stippich

Motion - Steve Williams

Second - Mark Mitchell

Motion carried

Committee Reports

Starting this month the Charter Committee and Committee Chairs will hold a monthly conference that will take place on the 4^th Tuesday of each month, at 9:00am. This meeting will allow the Charter/Chair Members to review the progress on all of the committee activities.

Outreach Committee - report by David (Duke) Brown

Contacts have been made with the:
- Environmental Health Association
- John Shimer with the Indiana Petroleum Association and the Indiana Petroleum Marketers & Convenience Store Association
- The Criminal Justice Institute
- "Abdul in the Morning" radio show WXNT - Trying to get a segment on the Incident Management and Quick Clearance effort in the State of Indiana
Next steps:
- Reach out to the EMS Association and the Indiana Fire Chiefs Association
- Media outreach
- Develop a boiler plate information sheet
- Post information on "Smaller Indiana" a local website
Discussion:
- Major Melville suggested that the committee contact First Sergeant Dave Bursten with ISP to assist with the media outreach
- Jason Sewell suggested contacting the Indiana Broadcasters Association and the Evansville Fire Chief who is a member of the Indiana Fire Chief's Association
- Bruce Childs, the Communications Director for INDOT has volunteered to assist with the outreach committee
Policy Group - report by Brad Hoffman

No update

Still need to pull the group to together

Regional Groups - Report by Jason Sewell for Brain Mayo

There are currently 10 DHS districts with four work groups in each district

The four groups are:

1. District Fire Council

2. District Task Force

3. District DHS Planning Council

4. District Coordinators

Information on the IDHS districts is available at http://www.in.gov/dhs/2797.htm

Next Steps:
- Contact Joe Romero at IDHS
- Produce a list of all IDHS district meeting dates and times
- How do we get this training and IN-Time philosophy out to the locals?
Discussion:

Major Melville suggested that Joe Romero be invited to a future In-TIME meeting

Discussion on the formation of a training committee:
- Need to form a committee to look at training "only"
- Make contact with each Agency/Associations training division
- No volunteers stepped forward to assist
- Major Melville will assign this task
- It was noted that all disciplines need to be to included
Legislation
- Indiana State Police has developed draft legislation
- The legislation was introduced by Representative Goodin
- It has been assigned House Bill No. 1393
- The Bill includes abandoned vehicles, the responsibilities of the operator (move it) at a crash and hold harmless for limited liability
- Go to bill watch on the Indiana state website to follow
Other
- Major Melville attended a Transportation Research Board (TRB) workshop in Washington D.C. as the Indiana representative
- The TRB was interested in what Indiana is doing with regard to Quick Clearance
- Many were interested that ISP, not a transportation agency, is leading the effort
- Impressed with the amount of progress that Indiana has made in one year
- Major Melville intends to keep the momentum going
- The Major also discussed Kentucky's initiative with the Notify Every Trucker (NET) program that will inform the commercial trucking industry of closures lasting more
than 2 hours
- Joe Goode requested a focus on long term clean up after crashes
New IN- Time Website
- Visit new site add http://indianatime.org/
- Jay Wasson gave the group a demonstration of the new website
- This site will be used as a tool to get information to all stake holder and catalogue best practices
- If you need to post committee information on the website you will need to contact
Jay Wasson or one of the Charter Committee members

INDOT presentation on Winter Operations

Tony McClellan with INDOT's Seymour district gave a presentation on INDOT winter operations

Highlights:
- Snow plow trucks have an average route length of 1.5 to 3 hours
- These routes are extended during a weather event
- INDOT will spend approximately 9 million dollars in overtime in one month to conduct snow plow operations
- New technology allows pictures to be taken from the front of plow trucks
- These are sent to the district every five minutes to monitor roadway conditions
- Pavement temperature sensors have been place on three ISP vehicles
- These sensors produce condition reports during inclement weather
- Use of Maintenance Decision Support System (MDSS) allows improved weather forecasting and also gives INDOT a recommended rate of salt/sand application
A video of Tony's presentation along with a copy of his Power Point will be available

on the IN-Time website

Other:
- Chief Dietz of the Sellersburg Fire Department commented on the new NFPA standards that mandate all fire tucks have 5 cones and flares on board each response vehicle
- New vehicles must have 50% of the rear covered with contrasting, reflective stripes
- Discussion on the use of the Hoosier SAFE-T radio communications system
- The system is not able to provide uniform scene/response communications between the multiple responders
- A request to have a member of the Integrated Public Safety Commission, who oversees the Hoosier SAFE-T radio communications system, attend a future IN-Time meeting
Next Meeting:

Tuesday, February 17^th 9:00 am at the Indianapolis Traffic Management Center

Reminder:

Committee chair conference call next Tuesday, January 27^th 9:00 am

2008-May-20 Quick Clearance Work Group

The May 20th Working Group was held at the INDOT Traffic Management Center and began at 0900. Major Tom Melville facilitated the introduction of new committee members.

Committee reports were presented by the chairs.

Proposed Change	Associated Task	Type of Change	Status
Driver Removal Removal	Improved IC 9-26-1-2 Educating Public	legislation Training	Planning Planning
Safety in Work Zones	INDOT/Contractor Policy Officer Training	Policy Policy	Planning Planning
Oversize/Overweight	Escort Message Lighting Consolidation of Permits	training/policy/equipment Policy	Planning Planning
Abandoned Vehicles	ISP - SOP Use of Hoosier Helpers 322B - Chain of Custody	Policy Policy Policy	Planning Planning Planning
Hold Harmless Law	Draft Law Statute	Legislation	Planning
Tow Recovery Time Limits	no report	n/a	n/a
Crash Investigation	Photogrammetry	Training/Equipment	Pending
Emergency Scene Management	SOP Use of ICS	Training Training/policy	Planning Planning
Hazardous Materials Spill Guidelines	Designate alternate party for reporting spills Designate and train emergency responders (ISP) to call for roadway clearnup after hazmat spill IDEM should be allowed to call one contractor for IDEM funded spill cleanup Crash Report should be ammended to include places to note fuel spills and/or cargo spills ISP should have a call list of spill response contractors to call for roadway clearnup (could partner with INDOT for companies authorized to work in right-of-way) Allow Law Enforcement to issue citation for commercial hazmat spill when spiller/driver was at fault, revenue would fund abanded spills on state right-of-way	Policy/Legislation Policy (Response Agency) Policy Policy/Form Revision Policy Legislation	Planning Planning Pending SOP Change Planning, with funding limitations Planning Planning

2008-Oct-21 Quick Clearance Work Group

Quick Clearance – 21 Oct 2008 meeting notes

Introductions – Major Melville, ISP

Agenda overview

Transition into IN-TIME concept

Last meeting of QC as presently structured

Multi-Lateral Working Agreement

Draft - handout

Agency directed - 1 vote each

Develop bylaws

Structure of groups

Steering Group

Regional groups/InDHS Districts (10)

Objectives

Legislative recommendations

Policy recommendations

Training recommendations

In-TIME meetings

Transition overview

Change name of website

Meeting 3rd Tues of month

Safety clothing presentation – Karen Stippich, FHWA

Texas PowerPoint presentation

NIMTC supports the requirement

Federal Requirement 23 CFR Part 634.2 - High Visibility Safety Apparel

Required as of Nov 24, 2008 - high visibility class II or class III

ANSI 107 Standards

Side coverage for class II

TSAvendor - website w/ standards

Examples of fatal/injuries to responders

Monroe Co Deputy Fatal

Moment of silence

Details of incident

Directing traffic

No visible safety apparel

Struck by 16 yr old female

Elderly couple just missed striking - also

Review of Agency Head meeting

ISP Superintendent fully supportive

How do we measure progress?

Sometimes - can measure - but positive outcomes

Reduce secondary crashes

Reduce congestion costs

Improve working relationships between agencies
2008-Feb-19 Quick Clearance Work Group

Indiana Quick Clearance Work Group

Indianapolis Traffic Management Center
February 19^th, 2008 9:00 am to 11:00 am

GENERAL NOTES

Major Melville of ISP started off the meeting with introductions by all members.

Karen Stippich with FHWA gave a brief explanation of the items each committee needs to produce through August. The committee assignments can be found on the website under “Committees" or by clicking here.

Each committee reported out on their current state of practice and the barriers associated with it for each of their topic areas. The committee reports follow the general notes notes.

Jay Wasson demonstrated the new Indiana Quick Clearance website. The web address is http://indianaquickclearance.org/. The website will be used a communication tool by the Quick Clearance Working Group. All committee documentation will be posted along with meeting notes and such. The website should be the central repository for Quick Clearance information. Please send items to post on the website to one of the steering committee members for posting. Specifically we want to post sub committee meeting dates.

The meeting closed with each all committee members meeting with there assigned groups.

The next meeting will be held Tuesday March 18^th, 2008 9:00 am at the Indianapolis Traffic Management Center.

Red Group

Captain Schroder with the Indiana State Police gave the first presentation for the Red Group.
1. Driver Vehicle Removal
a. Current Practice

b. Barriers and Obstacles
-Public awareness
-Lack of unified message
-Applicable statutes
-Education of public

The Red Group is currently working on clarification of state statute 9-26-1-2, defining what an injury is and any penalty that may occur for removing vehicles.

2. Speed Limits in Construction Zones
a. Current Practice
- Generally reduced to 45mph
b. Barriers and Obstacles
- Safety
- Construction/Maintenance

The Red Group feels that the current practice of reducing the speed limit in construction zones to 45 mph on the interstate system should be left the same.

Major Melville advised the group to look into items such as how much of an impact a concrete barrier wall can withhold and other safety factors.

Dick Hayworth with DOR asked if anything was being done regarding emergency vehicle access in a construction zone.

3. Oversize/Overweight Movements
a. Current Practice
b. Barriers and Obstacles
- Over 200,000 Oversize/Overweight vehicles are currently run thru the state annually.
- Over 700 super loads are run thru the state annually.
- Current permit system is not automated.
- DOR vs. INDOT
- Lack of coordination
- Lack of escort training

The Red Group has concerns with the fact that the escort vehicles that lead these super loads thru the state are not required to have any training or certification. This often leads to the vehicles being sent off route which can lead to difficulties with bridge heights.

The group also suggested that the fines be increased for violators.

Yellow Group

1. Abandoned Vehicles
a. Current Practice
- Current law protects towing companies and public agencies from liability when towing an abandoned vehicle 9-21-16-5.
- When is a vehicle considered abandoned?
- Time requirements
- Most states consider a vehicle abandoned if it constitutes a traffic hazard.
- Some states have changes there parking statutes to disallow any parking on the shoulders, medians, ramps, and all other right-of-way along interstates. Exceptions are made for a “brief” duration due to an emergency.

b. Barriers
- We would need to clarify what constitutes a traffic hazard or change traffic laws for the interstate.
- Reduce the time frame for vehicles left unattended.
- Ability to allow Hoosier Helpers or other agencies to request a tow.
- Change parking statutes.

The two hour rule expanded to I-465. Currently the official action applies to the Borman Expressway and inside I-465.

Trucks parked on ramps is a major issue.

2. Hold Harmless Laws/Limited Liability
a. Current Practice
- Revise Indiana’s current law for removal of abandoned vehicles to apply to vehicles involved in crashes.
- Adapt laws similar to those used in other states to ensure that agencies are not held liable for vehicle removal.
- Modernization of internal policies.
- Is Legislation a barrier or excuse?

b. Barriers
- The need for legislation that would provide liability to all responders in the removal of vehicles and/or cargo from the interstate system.

What would insurance companies say regarding damage?

Any HAZMAT potential that occurs as a result of moving a vehicle.

3. Public-Private Towing Agreements
a. Current Practice

- Towing agreements are connected to hold harmless laws.
- Public-private agreements usually fit into three categories.
* Rotational lists
*Zone based licensing
*City/Region based licensing
- Public-Private agreements are more common in urban areas.
- Closest is quickest.

b. Barriers
- Strict wrecker rotation lists do not work in rural areas.
- Use of a zone based service.
- Payment of towing services thru government agencies.

Green Group

1. Crash Investigation
a. Current Practice
- No reconstruction
- Tape reconstruction
- Laser reconstruction

b. Barriers
- Unnecessary reconstruction
- Time consuming equipment
- Limited number of re-constructionists
- Expense of faster equipment
- Limited number of personnel in each district available to do crash reconstruction.
- Use of photogrammetry.

What criteria have to be met for a crash to be reconstructed?
- Loss of life
- Monetary loss

2. Hazardous Spill Guidelines
a. Current practice
- Fire Department generally takes care of initial containment.
- No follow up spill response by spiller.
- Complete day of spill response
- Return at later date for clean up

b. Barriers
- Lack of knowledge of who the responsible party is.
- What clean up is necessary.
- Slow action by spiller.
- Limitation of authorities hiring – billing purposes.
- Limitations of policies.
- Limitation of funds.

3. Emergency Scene Management
a. Current Practice
- Block lanes for responder safety.
- Multiple responder vehicles.

b. Barriers
- Road closure risks are not common knowledge.
* Secondary crashes
- Weighing off scene with on scene hazards.
- Slowness to come off service from scene.
- Vehicles crowding scene.
- Inability to disregard call.
- Transitions (rush to open vs. move to MUTCD)

Minutes recorded by Kim Peters and Karen Stippich.
2008-Jan-22 Quick Clearance Work Group

Indiana Quick Clearance Work Group

Indianapolis Traffic Management Center
January 22^nd, 2008 9:00 am to 11:00 am

The meeting minutes can be accessed here.

Meeting Minutes

Proposed Change

Associated Task

Type of Change

Status

Indiana Quick Clearance Work Group

Indianapolis Traffic Management CenterFebruary 19th, 2008 9:00 am to 11:00 am

GENERAL NOTES

Red Group

Yellow Group

Green Group

Minutes recorded by Kim Peters and Karen Stippich.

Indiana Quick Clearance Work Group

Indianapolis Traffic Management CenterJanuary 22nd, 2008 9:00 am to 11:00 am

Emblems

Indianapolis Traffic Management Center
February 19^th, 2008 9:00 am to 11:00 am

Indianapolis Traffic Management Center
January 22^nd, 2008 9:00 am to 11:00 am